My Document - Ivanti Endpoint Security User Guide

GoldMine User's Guide
Release 2018.1
November 2017
490 N McCarthy Bld., Suite 100
Milpitas, CA 95035 USA
TEL: 800.776.7889
www.goldmine.com
Copyright Notice
This document contains the confidential information and/or proprietary property of Ivanti, Inc. and its affiliates
(referred to collectively as “Ivanti”), and may not be disclosed or copied without prior written consent of Ivanti.
Ivanti retains the right to make changes to this document or related product specifications and descriptions, at any
time, without notice. Ivanti makes no warranty for the use of this document and assumes no responsibility for any
errors that can appear in the document nor does it make a commitment to update the information contained
herein. For the most current product information, please visit www.ivanti.com.
Copyright © 2017, Ivanti. All rights reserved.
Ivanti and its logos are registered trademarks or trademarks of Ivanti, Inc. and its affiliates in the United States
and/or other countries. Other brands and names may be claimed as the property of others.
Updated: November 2017
GoldMine User's Guide
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Contents
Contents
Introduction to GoldMine Premium Edition
About This Guide
Audience and Expertise
Document Conventions
Documentation Resources
Getting Started
Key Terms and Concepts
Activity List
Browse Window
Calendar
Contact record
F2 Lookup
Work Area
Universal Search
Launching GoldMine
To Launch GoldMine
To Change the Default Password
To View Information About GoldMine Premium Edition
GoldMine Overview
Main Menu Bar
To Access Menus on the Menu Bar
Local Menus
Work Area
Activity Window
Calendar
Mail
Opportunities
Projects
Campaigns
Service Center
Leads
Knowledge Base
Global Toolbar
Taskbar
Getting Started
Customize
Navigation Pane
Setting the Navigation Pane Options
Status Bar
GoldMine Navigation Shortcuts
Customizing the Taskbar
Changing Icon Display
Changing Icon Position
Managing Getting Started List Items
To Add an Item
To Remove an Item
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To Edit an Item
Managing Getting Started List Groups
To Add a Group
To Remove a Group
To Edit a Group
Customizing Toolbars
Adding and Removing Standard Toolbar Buttons
Creating a New Toolbar
Renaming a Toolbar
Renaming Toolbar Buttons
Rearranging Toolbar Buttons
Using Online Help
Menu Command Shortcut Keys
GoldMine Shortcut Keys
Contact Record Shortcut Keys
Contact Tab Shortcut Keys
Report Shortcut Keys
Tree View Shortcuts
Combo Box Shortcuts
Search Box Shortcuts
Edit Box Shortcuts
Other Control Shortcuts
Navigation Shortcuts
Microsoft Windows Shortcuts
Microsoft Windows Explorer Shortcuts
Favorites Center Shortcuts
Tab Shortcuts
Address Bar Shortcuts
Search Bar Shortcuts
Using Log Away in GoldMine
Logging in as Another User
Viewing GoldMine Information
Local Menus
QuickStart Wizard
Using the User Information QuickStart Wizard
Using the User QuickStart Wizard
Using the Industry Templates Quick Wizard
Using the Key Fields QuickStart Wizard
Using the Postal Codes QuickStart Wizard
Using the Data Import QuickStart Wizard
Using the GoldMine PLUS QuickStart Wizard
Dashboards
Choosing a Predefined Dashboard
Management
Sales
Dashboard Designer
Predefined Dashboards
Management Dashboards
Sales Dashboards
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Activities
View Window (Activities)
Benefits of Using Activities
Scheduling and Completing Activities
About Scheduling Activities
Activity Types
Schedule Dialog Box
Scheduling Activities
To Schedule an Activity
Scheduling Activity Details
To Modify Contacts for a Scheduled Activity
Scheduling Activities to Users
Scheduling Activities with Resources
Scheduling Activities Based on Available Times
Scheduling Recurring Activities
Important Considerations
To Schedule a Recurring Activity
Scheduling Activities Based on Series
Editing an Existing Activity
Deleting an Activity
To Delete an Activity with Multiple Contacts
Responding to GoldMine Alarms
Auto-Updating Activities
Scheduling Literature Requests
Scheduling Forecasted Sales
About Completing Activities
To Configure the Calendar to Display Completed Activities
Completing Activities
To Complete Multiple Activities
Completing Letters and Memos
About GoldAlarm
About the Activity List
To Open the Activities List
Activity List Toolbar
Activity List Main Window
Activity List Options Sub-Menu
Activity List Date Range Dialog
Using the Activity List
View Window: Activity List
View Scheduled Activity Zoom
Printing Activities
To Print All Activities
To Print a Single Activity
To Print an Activity from the Pending Tab
To Print an Activity from the Calendar
Calendars
Calendars Overview
To Open the Calendar
Calendar Parts
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My Calendar
Calendar Toolbar
Calendar View
Using the Calendar
Viewing Activities in the Calendar
To Change the Double-Click of an Activity in the Calendar
Using the Outline Calendar
Using the Peg Board
Task List in the Calendar
Occasions in the Calendar
Adding or Editing Occasions
Deleting an Occasion
Free/Busy Configuration
Configure Free/Busy Options
Configuring Free/Busy URLs
Sharing Free/Busy Times
Shared Free/Busy Times Example
Scheduling Based on Contact’s Free/Busy Times
Distributing Your Free/Busy URL to others
Setting Free/Busy Times
Using Free/Busy Times (.ifb)
Configuring IIS to Access .ifb File Types
Scheduling from Meeting Requests
Scheduling Activities Based on Available Times
Creating Meeting Requests
Responding to Meeting Requests
Sharing Calendar Information
Publishing Your Calendar as .ics and .htm
Publishing Your Free/Busy Time as a .ifb File
Exporting Your Calendar as .ics
Accessing Shared Calendars
Configuring Calendar Publishing in the Server Agents Administrator
Publishing Calendar Information
Publishing Free/Busy Times
Calendar Options Dialog Box, Free/Busy Tab
Calendar Options Dialog Box, Publishing Tab
Managing Resources
Auto-Updating Resources
Using the Resource’s Master File
Creating Resources
Viewing the Resources Schedule
Contact Communication
About the Document Center
Use the Document Management Center for the Following:
Creating Document Templates
To Create a New Document Template
To Clone an Existing Document Template
Adding Subfolders to the Document Management Center
Creating Document Templates with GoldMine Plus Installed
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To Create a Template with GoldMine Plus Installed
To Change Properties of the Template
Editing Document Templates
To Edit a Template
Updating Templates
To Update a Template
Faxing Correspondence
To Fax Correspondence from the GoldMine Document Center
Faxing Your Default Fax Sheet
To Fax Correspondence with a Default Fax Template
Printing Documents
Printing Documents from the GoldMine Document Center
Using Mail Merge Properties for Printing
Printing Envelopes and Labels
Using the E-mail Center
E-mail Center Components
General E-mail Toolbar
The Edit E-mail Toolbar
Local Menus
Creating and Sending E-mail
To Add E-mail Attachments
Sending Encrypted E-mail
To Send E-mail Messages Encrypted Using GoldMine
To Send E-mail Messages Encrypted Using Digital ID
To Send Digitally Signed E-mail
Signature Failure Reasons
Sending E-mail to Multiple Recipients
Configuring E-mail Options
To Configure E-mail Options
Creating E-mail Templates
To Clone an Existing E-mail Template
To Edit an E-mail Template
Using the Mail Merge Properties for E-mailing
Sending E-mails from the Document Management Center
Replying to an Activity
Spell-Checking E-mail
To Spell Check an E-mail
Creating Dictionaries
Retrieving E-mail
Linking E-mail Messages to Contacts
Reading E-mail
Reading E-mail Sent with Digital IDs
Using E-mail Templates
Creating E-mail Distribution Lists
Using Encryption and Digital IDs
Using Digital IDs with E-mail Messages
Using Digital IDs
Public and Private Keys
Security Levels
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Sharing Public Keys
Using Digital IDs in GoldMine
Setting Digital IDs in Contact Details
About the Literature Fulfillment Center
To Access the Literature Fulfillment Center
Adding Documents to the Literature Fulfillment Center
Editing Documents in the Literature Fulfillment Center
Fulfilling or Rejecting Scheduled Literature Requests
Fulfilling or Rejecting Queued Documents
Editing Scheduled Literature Requests
About Telemarketing Scripts
Branching Scripts Workflow
Creating Telemarketing Scripts
Branching Scripts Listing Dialog Box
Branching Script Profile Dialog Box
Branching Script Question Dialog Box
Branching Script Answer Dialog Box
Using Telemarketing Scripts
Calling Contacts with GoldMine
Calling Primary Contacts
Calling Additional Contacts
Calling Personal Contacts
Using the Phone Dialer
To Using the Phone Dialer
Making and Answering Calls with SoftPhone
Using SoftPhone
About Personal Contacts
Sending an SMS or Text Message
To Send an SMS/Text Message
Sales Management
Understanding Sales
Scheduling Forecasted Sales
To Schedule a Forecasted Sale
Completing Forecasted Sales
To Complete a Forecasted Sale
Sales Analysis Tools
Using Forecasted Sales Analysis
Using Graphical Analysis
To Generate a Forecasted Sale
To Use Wild Cards in Activity and Result Code Fields
Using Leads Analysis
To Use Leads Analysis
Using Quota Analysis
To Open Quota Analysis
Assign New Quota Dialog Box
Quota Profile Dialog Box
Using Sales Analysis
To Open Sales Analysis
Using Statistical Analysis
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To Open the Statistical Analysis of Completed Activities Wizard
About Territory Realignment
Using the Territory Realignment Wizard
To Open the Territory Realignment Wizard
To Reassign the Activities of a Particular User
Opportunity and Project Management
Using the Opportunity Manager
To Use the Opportunity Manager
Creating Opportunities
Creating Opportunity Templates
Creating Opportunities Based on Templates
Using the Opportunity Wizard
Using the Project Manager
Creating Projects
Editing Projects
Creating Project Templates
Using the Project Wizard
Managing Opportunity and Project Details
Editing Project Contacts
Editing Opportunity Influencers
Editing Products and Services
Editing Tasks
Editing Teams
Editing Issues
Editing Notes for Opportunities and Projects
Editing Competitors
Editing Details/Links
Editing Pending Activities for Opportunities and Projects
Editing History Information for Opportunities and Projects
Contact Management
About Contact Record Tabs
To View the Information on a Tab
Contact Record Tabs
To Customize Contact Record Tabs
About Creating Contact Records
Creating New Default Record Types
Creating a New Contact Record
Duplicate Warnings
Duplicate Company or Contact Names
Duplicate Phone Numbers
Duplicate E-mail Addresses
Adding Contacts to an Existing Company
Required Fields Alert Dialog Box
To Override Required Fields
Editing Contact Records
Printing Contact Records
Linking Files to a Contact Record
Displaying Multiple Contact Records
Deleting Contact Records
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Using the Delete Wizard
Working with Contact Details
About the Relationships Tab
Creating Relationships
Adding Contacts To Existing Relationship Trees
Creating Relationship Sections
Adding Contacts to Relationships
About the Details Tab
Adding Detail Records
Creating Details Information Fields
To Create a Detail Field
Deleting Custom Detail Tabs
Deleting a Detail Record
About the Pending Tab
Activities Local Menu
About the Notes Tab
To Add, Edit or Delete a Note to the Note Tab
About the Referrals Tab
About the History Tab
About the Summary Tab
Searching for Contacts
Contact Search Center
Contact Search Center Toolbar
Saving Searches
To Save Search Criteria as a Filter
To Save Search Criteria as a Group
Searching for Contact Records
Saving Search Criteria as a Filter
Syncing Contacts in the Contact Search Center
Creating Contact Search Center Groups
To Create a New Group
Contact Search Center Query Editor
Browser Column Selection
Setting Record Scroll Order in the Contact Search Center
To Set Record Scroll Order
Universal Search
Prerequisites
Security
Searching for Contacts with Universal Search
Using the Universal Search Advanced Feature
Setting Universal Search Options
Format of Queries and Results of Searches
Memo Filters
About Filters and Groups
Filters
To Access Filters
Groups
To Access Groups
How Groups Differ from Filters
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Using Filters and Groups
Working with Filters
Creating Filters
To Create a Filter
Filter Expression Operators
Boolean Operators
Using the Optimizing Filters Options
Using the Previewing Filters Options
To Use the Drill Down Option
Creating SQL Query Filters
To Create an SQL Query Filter
SQL Query Samples
Count Number of Records
Fields in Each Table
Restrict to City
Restrict to Two States
Duplicate Contacts
Duplicate RecID
Find Orphans
Contact Records with No E-mail Address
View New Contact Records Entered During a Specific Time Period
Working with Groups
Group Members Local Menu
Using the Groups Tab
Creating a New Group
To Create a New Group
Associating a Group to a Constant Contact List
Group Building Wizard
Groups Based on Filtered Records
Group Optional Settings
Group Based on Scheduled Activities
Group Based on Completed Activities
Group Based on Supplemental Contact Data
Saving Search Results as a Group
Activating and Releasing Filters and Groups
Activating and Releasing Filters
To Activate a Filter
To Release or Deactivate a Filter
Activating and Releasing Groups
To Activate a Group
To Release a Group
Marketing Tools
About the Leads Management Center
Using the Leads Management Center
About the Campaign Management Center
Campaign Local Menu
Campaign Management Center Toolbar
Using the Campaign Management Center
Creating Campaigns
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Cloning Campaigns
Renaming Campaigns
Creating New Campaign Tasks
Completing Campaign Tasks
Deleting Campaigns
Deleting Campaign Tasks
Changing Campaign Task Properties
Using Constant Contact
Downloading Campaign Information from Constant Contact
Refreshing and Viewing Campaign Information
Refreshing Campaign Information
Viewing Campaign Information for a Contact
About the Preview Pane
Service Center
Using the Service Center
Service Center List View
Understanding the Case List (List View)
Understanding the Activities and Notes Panel
Understanding the Case Summary (List View)
Using the Service Center Toolbar (List View)
Service Center Detail View
Using the Service Center Toolbar (Detail View)
About the Case Details Window (Detail View)
Using the Case Manager (Detail View)
Managing Case Manager Tabs
To Create a New task
To Edit an Existing Task
To Complete an Existing Task
To Attach a Document or Link to the Case from the Attachments Tab
To Add a New Note from the Case Manager Resolution Tab
To Search or Browse the Knowledge Base for Supporting Topics from the Resolution Tab
To Remove a Knowledge Base Topic from the Resolution Tab
To Add a Contact to the Case
To Edit a Contact
Case Manager Preferences
To Access the Case Manager Preferences
Options
Column Selection
Tab Selection
Labels
About the Set Case Number Mask Dialog
Creating a New Case
To Customize the New Record Tabs
Creating a New Template
Managing Templates
Managing Cases
Reassigning a Case
Escalating a Case
Resolving a Case
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Abandoning a Case
Creating a Performance Report for a Case
Customizing Service Center Tabs
Knowledge Base
Accessing the Knowledge Base
Knowledge Base Toolbar
Creating and Editing Knowledge Base Books, Folders, and Topics
To Create Knowledge Base Books, Folders and Topics
Adding HTML Text to Knowledge Base Topics
To Add HTML Text to a Knowledge Base Topic
Knowledge Base Topic Text Local Menu
Adding Attachments to Knowledge Base Documents
To Add an Attachment to a Knowledge Base Document
Searching the Knowledge Base from the Resolution Tab
To Search the Knowledge Base from the Resolution Tab
GoldMine Link for Microsoft Outlook
Overview of GoldMine Link for Microsoft Outlook
Linking Email Messages to GoldMine Contacts
Using Templates in Email Messages
Manually Link Email Messages
Link to Contact / Link All Messages to Contact
Search GoldMine
Create Contact
Automatically Link Email Messages
Unlinking Email Messages to GoldMine Contacts
Unlinking Email Messages Previously Linked to GoldMine Contacts
To re-link a previously linked email message to a different GoldMine contact:
View a Contact Linked to an Email Message in GoldMine
Configure Your GoldMine Link Settings
General Set Up
Setting Up Automatic Linking in GoldMine Link
Outlook Folders for Automatic Linking
Email Addresses to Exclude in Automatic Linking
Synchronization
Outlook Integration
GoldMine Enhancements to Outlook
Outlook Mail
Outlook Calendar
Outlook Contacts
Outlook Tasks
GoldMine Outlook Overview
About the GoldMine Outlook Navigation Buttons
To Hide/Show the GoldMine Outlook Navigation Buttons
To Add/Remove GoldMine Outlook Navigation Buttons
To Show More or Fewer GoldMine Outlook Navigation Buttons
About the GoldMine Outlook Panel
To Hide/Show the GoldMine Outlook Panel
Outlook Calendar
Show the Item in GoldMine Activity List
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Complete the GoldMine Calendar Item
Schedule a Calendar Activity
To Schedule an Appointment
To Schedule a Meeting
Outlook Contacts
About Editing an Outlook Contact Record After Synchronization
Manage GoldMine Customer Contacts
Outlook Tasks
Create a Task in Outlook
Important Considerations
Create and Link to a New GoldMine Task
To Create and Link an Outlook Task to GoldMine
GoldMine Web
To Open GoldMine Web from a Link
To Open GoldMine Web from your Mobile Phone's Home Screen
To Create a Shortcut on your Mobile Phone's Home Screen
Viewing Contact Information
To Customize Contact Settings
To Link Pending Email Messages to Contacts
Resources
Additional Documentation
Contact Us
Support Site
Contact Information
Index
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Introduction 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.
GoldMine automates key areas of daily business activity:
■
Client/contact management GoldMine maintains a robust contact database of prospective clients; current
customers; anyone who’s important to your business, and integrates an array of communication and
automation tools to make doing business easier and more effective for you and your entire company. A wide
variety of information is at your fingertips, including company and contact names, addresses, telephone
numbers, and more. GoldMine Premium Edition also includes comprehensive customer relationship tools that
allow you to manage your contacts individually and in customized groups for maximum efficiency.
■
Time and task management The GoldMine calendar manages the scheduling and tracking of telephone calls,
meetings, and routine mailings and faxes. Schedule meetings and reminders, manage productivity, and
delegate work to other GoldMine users with advanced calendaring functions. Keeping track of your progress
is easy, since completed activities are automatically stored in your database as contact history.
■
Document and e-mail management GoldMine's extensive document merging capability enables you to
automate written correspondence. Create documents that incorporate GoldMine fields using GoldMine Plus
for Microsoft Office: Individualized letters, memos, and faxes, all based on your GoldMine data.
GoldMine also offers e-mail management features such as the ability to link e-mail to contacts and create
custom e-mail templates using GoldMine fields. Sent e-mails are linked to contact records as history for
effortless tracking of past correspondence.
■
Sales management Put your entire sales team online with GoldMine Premium Edition. You’ll have access to upto-the-minute, on-screen statistics for your sales team’s performance, as well as statistics for forecasted sales,
closed sales, and call success rates. With GoldMine, you can quickly analyze the source and profitability of
your leads and maximize your marketing efforts.
■
Service Management GoldMine Premier Edition adds Customer Service functionality, allowing you to track,
resolve, and report on Customer Service cases for all of your GoldMine contacts. Customer service case
records dynamically interact with the rest of your database, enabling you to put GoldMine's relational power
to work for your Customer Service team.
For additional support, visit: https://community.ivanti.com/community/heat-software/goldmine .
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About This Guide
This guide introduces you to the main features in GoldMine® Premium (GoldMine) and provides you with answers to
basic questions about how it works and provides definitions and procedures for basic functionality.
Audience and Expertise
The information in this guide is intended for users of GoldMine.
This material assumes users have a fundamental working knowledge of the following:
■
Computers and databases
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Microsoft Windows operating system
■
Ivanti Service Manager and/or GoldMine software
GoldMine system administrators must have a higher level of expertise.
Document Conventions
Example
Description
File > Print
Menu bar commands (in this example, select File on
the menu bar, then select Print in the drop-down
menu)
The Select a Data Source
dialog box opens.
Dialog boxes, menu items, and button names are in
bold
NOTE/TIP
Additional information about the process or the
setting.
IMPORTANT/WARNING
Critical information to prevent functional issues or
data loss
Documentation Resources
■
GoldMine Administrator Guide
■
GoldMine Installation Guide
Manuals are available in PDF format from the Installation CD-ROM, or a web download, or from:
https://www.ivanti.com/support/product-documentation .
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GoldMine User's Guide
Getting Started
This section provides information to help you understand and use the application and get started using GoldMine.
Key Terms and Concepts
Launching GoldMine
GoldMine Overview
GoldMine Navigation Shortcuts
Customizing the Taskbar
Customizing Toolbars
Using Online Help
Menu Command Shortcut Keys
Using Log Away in GoldMine
Viewing GoldMine Information
Local Menus
Key Terms and Concepts
The following is a list of GoldMine key terms and concepts.
Activity List
A categorized list of activities associated with a particular contact record or assigned to a GoldMine user. Use the
Activity List to view details of an activity, display the contact record linked to an activity, schedule and complete
the activity, and save reference information in the history file.
Browse Window
A list of contacts, Calendar events, reports, and other items. Browse windows differ from other types of windows in
GoldMine because they display information in columns.
Calendar
Activity information organized in tabs that access different levels and types of detail. Use the Calendar to schedule
and complete activities.
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Contact record
Standard contact information, such as name, company, phone number, and address. Most operations in GoldMine
are performed on the contact record. The contact record is the basis for scheduled work in GoldMine, acting as the
link between GoldMine’s Calendar and History by maintaining pending and past events related to each contact
record.
When multiple windows are open in your GoldMine work area, the title bar of an active contact record is a different
color from other items occupying the work area.
F2 Lookup
A data entry tool listing frequently used or code-specific entries. Security options control F2 Lookups, ensuring user
input and allowing data standardization.
Work Area
Displays open contact records, the Calendar, Activity List, E-mail Center, and any other open windows. Although you
can open, position, and size multiple contact records in the work area, only one contact record can be active at a
time.
Universal Search
A one-box search to give you a summary view of the information along with links to more detailed information.
Launching GoldMine
Use the following procedure to launch GoldMine Premium Edition on your desktop computer.
To Launch GoldMine
1. On the Windows desktop, select Start > Programs > GoldMine or double-click the GoldMine desktop icon.
The GoldMine Premium Edition login window opens.
2. Enter your user name in the Username field.
3. Enter your password in the Password field, if a password is assigned to the username.
4. Click OK to login to GoldMine.
To Change the Default Password
Use the following procedure to change your password.
1. Login to GoldMine
2. To change the password, navigate to Tools > Options and select the Personal tab.
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GoldMine User's Guide
3. Click Change Password.
The Change Password dialog box opens.
4. At the Change Password dialog box, enter in the old password and then the new password (twice) in the
appropriate fields and then click OK.
To View Information About GoldMine Premium Edition
View summary information, credits, installation details, or contact information for GoldMine.
Use the following procedure to view information about GoldMine.
1. Select Help > About GoldMine.
2. At the About GoldMine window, view the version, registered owner, product serial number, and copyright
information. Select the following buttons to see information for:
○ Credits. Displays integrated applications.
○ IvantiDisplays contact information for Ivanti Software.
○ System. Displays information about your GoldMine installation. To copy the information, click Copy All. Paste
the information into your outside application.
3. Click OK.
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GoldMine Overview
This section describes the navigation tools and procedures you can use to navigate through GoldMine.The GoldMine
Main Window can display a large amount information based on your choices, and offers access to a wide array of
options to manage details.
NOTE: You can access the classic GoldMine menu configuration by selecting Tools > Options.Then, click the
System tab and select the checkbox for Use classic GoldMine menu.
■
Main Menu Bar
■
Work Area
■
Global Toolbar
■
Taskbar
■
Navigation Pane
■
Status Bar
Main Menu Bar
The Main Menu bar offers the first level of commands, which display in standard Windows-style pull-down menus.
NOTE: Menu options might be unavailable because the option does not apply to the current selection,
another command option must be activated before, or security restrictions limit your menu rights. Contact
your GoldMine Administrator if a menu option you need in unavailable.
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To Access Menus on the Menu Bar
Use the following procedure to access a menu on the menu bar.
1. Place the Mouse over the menu option and left-click to open the menu item.
2. Select the submenu option if needed.
The appropriate dialog box, wizard, or window opens.
3. Select the menus to perform a variety of tasks:
○ File. Create contact records, print reports, Import/Export, and log in options. Also exit GoldMine from this
menu.
○ Edit. Cut, copy and paste. Edit record properties. Edit, delete, and undo changes to Contact records.
○ Go To. Access all of Goldmine's modules, as well as Analysis, and Reporting tools.
○ Tools. Access GoldMine tools for synchronization, configuring GoldMine, managing databases, creating and
running Automated Processes, Server Agents, globally replacing data, Synchronization tools, territory
realignment, and launching the Database Alias Manager and QuickStart Wizard.
○ Actions. Access GoldMine communication tools, timer commands, and manage mail merge functions.
○ Schedule. Access scheduling options for the contact record, including scheduling a call, appointment,
literature request, forecasted sale, follow-up action, and GoldMine e-mail.
○ Complete. Access completed action options for scheduled and unscheduled calls, appointments, sales, other
actions, correspondence, and other pending activities.
○ Web. Access GM+Browser, web publishing, and other online options.
○ Window. Window display and status bar display options. Also open new contact record windows.
○ Help. Access GoldMine online help, the GoldMine Web site, NetUpdate, and important system information in
About GoldMine.
Local Menus
Use a local menu (shortcut menu) to access commands effecting options or information in the selected browse
window, tab, or pane.
Access local menus Using the following procedure:
1. Right-click in the window, tab, or pane you are working in. For example, if you are working on the Pending tab,
the following local menu opens:
2. Select the action from the menu.
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Work Area
The screen's center is the work area. The GoldMine work area displays active windows, including any open contact
records, the Calendar, the Activity List, the E-mail Center, Opportunities, Projects, Campaigns, the Service Center,
Leads, the Knowledge Base, and the Contact Search Center. The work area also displays dialog boxes, tools, and
wizards.
The following graphic shows a work area window.
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Activity Window
The Activity List Main Window contains three panes:
■
The first panel is the Folder panel and it lists the current activities folders. This list includes Open Activities, Closed
Activities and E-mail activity. Open each folder by clicking on the plus sign (+). The selection you choose appears
in the Activity list panel.
■
The second panel is the Activities list panel and it displays the activities, which can be sorted and filtered by any
of its columns. Click on an activity and the summary information displays in the Preview panel.
NOTE: Grid filters are applied based on the records that are currently in the grid, which might be a subset of
the records in the database.
■
The third panel is the Preview panel and it displays the summary information for a selected activity.
For more information and procedures on using the Activity window, see Activities.
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Calendar
The tabs at the bottom of the window are the types of available calendars types appear at the bottom of the
Calendar screen:
The first panel is My Calendar and it shows four graphical months of your calendar at a time. Click on a date and the
page appears in the Calendar panel.
The second panel is the Calendar panel and it displays the activities for the specified date and time. Choose how the
calendar displays by selecting one of the button at the bottom of the Calendar panel page:
■
Day. A daily calendar page.
■
Week. A weekly calendar page.
■
Month. A monthly calendar page.
■
Year. A page that shows the entire year.
■
Outline. Displays your scheduled activities in a hierarchical tree structure.
■
Planner. When you are scheduling activities for others, use the Planner to view their schedules.
■
Peg Board. Shows Login status and activity of individual users and system availability.
The third panel is the Task panel and it lists upcoming tasks and/or occasions. Click the task or occasion to see a
summary.
For more information and procedures to use the Calendar, see Using the Calendar.
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Mail
This work window is a fully navigable browser for the E-mail Center.
The first panel is the Mail Folders panel and it lists all mail folders of the user. Click on the folder and it will appear in
the Mail panel.
The second panel is the Mail panel and it displays the selections from the Mail Folder panel. Note that the click path
appears at the top of the panel. For more information on the Mail Center, see Using the E-mail Center.
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Opportunities
This window provides a history of recently viewed Opportunities and allows you to create, edit and maintain your
Opportunities. For more information on Opportunities, see Opportunity and Project Management.
Projects
This window displays long-term projects to which a Contact record is linked. You can create or edit projects on this
window. For more information and procedures to use Projects, see Opportunity and Project Management.
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Campaigns
This window allows you to view customer interactions, from initial contact to closing the first sale to future
purchases.
When you click on Campaigns, the first window that opens is a Welcome to the Campaign Management Center.
Click OK and the Campaign Management Center opens.
For more information and procedures for using Campaigns, see Marketing Tools.
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Service Center
This window allows your service professionals to assign, escalate and resolve customer service requests. For more
information on the Service Center, see Using the Service Center.
Leads
This window provides a sequence of activities to help manage marketing activities related to the base of contacts
and potential leads. It provides a set of tools that assist you in defining leads. For more information on the Leads, see
Marketing Tools.
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Knowledge Base
This window provides a resource for maintaining any type of information useful to an organization or an individual.
When you click on Knowledge Base, the first window that opens is a Welcome to the Knowledge Base Center.
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Click OK and the Knowledge Center opens.
For more information and procedures for using the Knowledge Base Center, see Knowledge Base.
Global Toolbar
The Global Toolbar is located directly beneath the Main Menu. GoldMine Premier Edition installs default content.
This toolbar can be customized.
For more information on using and editing the global toolbar, see Customizing Toolbars.
Taskbar
The GoldMine Taskbar can be docked with the Global Toolbar or dragged to create a floating Taskbar. The Taskbar
contains two button: Getting Started and Customize.
Taskbar (Docked)
Taskbar (Floating)
TIP: Resizing a floating Taskbar, will cause the Taskbar buttons to move below each other to
create a vertical stack.
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Getting Started
When you click the Getting Started button on the Taskbar, a drop-down list opens with a list to access frequently
used GoldMine menu commands and macros, to launch external applications and websites, and to display
documents and files. Each icon in the taskbar represents a task item. There can be 50 task items in a task group and
20 task groups. GoldMine adds default items to this list, but you can customize the list for your own needs.
Customize
The Customize button on the Taskbar displays the Customize Taskbar dialog box. You can directly access the items
on your Getting Started list by clicking the associated icon, or you can customize which items appear on this list.
For detailed information about customizing the Taskbar, see Customizing the Taskbar.
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Navigation Pane
The Navigation Pane offers additional viewing and navigation options, depending on the module selected
The pane contains the following sections:
■
Search Field. Type in search criteria and click Go. The Contact Search Center opens in the work area.
■
Title Bar. Displays the title for the currently selected module. Click the Title Bar to minimize or maximize the
Navigation Pane.
■
View Window. Displays context-sensitive navigable history data, file browser, or calendar, depending on the
module selected.
■
Navigation buttons. Each button displays the main window for its corresponding module. For example, clicking
Contacts opens the Contacts list view.
■
Module menu and Navigation Pane options. This is a menu which opens when you click the Configure Button
icon at the bottom of the Navigation Pane. You can select a GoldMine module from the list, or open the
Navigation Pane options (see Setting the Navigation Pane Options).
Setting the Navigation Pane Options
1. Click the Configure Buttons icon at the bottom of the Navigation Pane to display the menu.
2. Select Navigation Pane Options from the menu.
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3. Using the check boxes, select the modules that appear in the Navigation Pane.
4. When finished, click OK to close the dialog box.
Status Bar
The bottom line of the window is called the status bar and contains:
■
The name of the open Contact Set on the left side. In the graphic above, it is GoldMine Database. However, the
left side of the status bar also displays the help message for each toolbar button when the mouse is positioned
on the button.
■
The shift-state of [CAPS LOCK] and [NUM LOCK].
■
The username for the logged in user.
■
The date and time on the local computer.
GoldMine Navigation Shortcuts
Use the following keyboard shortcuts in GoldMine.
■
Navigate between open modules. Press C T R L + T A B .
■
Navigate within a module (between top panel and bottom tabs). Each of the following navigation items is
some combination of C T R L - T A B , T A B and the A R R O W keys. These tools allow you to access every field and
button shown on screen.
■
Navigate among the fields of a module. Use T A B .
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■
Navigate Primary sections within the currently open module. Each module has unique features, but the
following are examples of navigation:
○ Move through the Grid (in Activity List, Contacts, and so on.) Use T A B or A R R O W S .
○ Move around editable fields in a Contact record, and Custom screen if open. Use T A B or A R R O W S
The Tab order is defined in Field Properties. If one of the contact field is editable, T A B goes to the next field
and make this field also editable.
○ Move around editable fields in Case detail view. Use T A B or A R R O W S .
Tab should not be used to cycle between the tabs (for example, go from the Pending tab to the History
tab).
■
Move in the Context pane. Use T A B , A R R O W S . Use T A B to move focus in or out of this area. Then use
A R R O W S to move up or down or side to side in the panel.
■
Move within the Navigation panel. Use T A B or A R R O W S
■
Move between the top-level toolbars (excluding Menu bar). Use T A B .
■
Move within the Menu Bar. Use A L T .
■
Scroll between contact record tabs (Pending, History and so on.) Use C T R L .
Customizing the Taskbar
You can customize the GoldMine Taskbar by adding and removing items to existing groups, or creating new groups
of items to suit you needs. Refer to the following topics for details on creating your own customized Taskbar.
Changing Icon Display
■ Changing Icon Position
■ Managing Getting Started List Items
■ Managing Getting Started List Groups
■
Changing Icon Display
1. Click the Customize button on the Taskbar.
2. Right-click on the GoldMine taskbar.
3. Select from the following menu options:
○ Display with Large Icon
○ Display with Small Icon
Changing Icon Position
1. Click the Customize button on the Taskbar.
2. Click and drag the icon to the new location.
You can also right-click and select Move Item Up or Move Item Down from the menu.
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Managing Getting Started List Items
To Add an Item
1. Right-click on the GoldMine taskbar and select Add New Item from the menu.
The Taskbar Group Item Selection dialog box appears.
2. Select the type of item from the Item Type drop-down list.
3. Enter the required fields for the item and then click OK to add the item to the current group.
To Remove an Item
1. Right-click over the item you want to remove on the GoldMine taskbar and select Remove Item from the
menu.
A warning message appears.
2. Click Yes to remove the item or No to cancel
To Edit an Item
1. Right-click on the GoldMine taskbar and select Edit Item from the menu.
The Taskbar Group Item Selection dialog box appears with the tree expanded to the current item.
2. Select the type of item from the Item Type drop-down list.
3. Make any changes to the required fields for the item and then click OK.
Managing Getting Started List Groups
To Add a Group
1. Right-click on the GoldMine taskbar and select Add New Group from the menu.
The New Taskbar Group dialog box appears.
2. Type the Group Name and select from the following options:
○ Small Icons for items to appear as small icons.
○ Global Group for task group to apply to all users. Global group names appear bold on the taskbar.
TIP: Global Group settings are in the gm.tbi. Taskbar configurations that are not global are in the
username.tbi.
○ Detached for creating a separate bar for the group in the Taskbar
○ Split Button for creating a group that uses an icon instead of the group name in the Taskbar.
3. Click OK to add the task group to your taskbar. Then, add task items to the new group.
To Remove a Group
1. Right-click on the GoldMine taskbar and select Remove Group from the menu.
A warning message appears.
2. Click Yes to remove the group or No to cancel.
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To Edit a Group
1. Right-click on the GoldMine taskbar and select Edit Group from the menu.
The New Taskbar Group dialog box appears with the settings for the current group.
2. Make any changes and then click OK to apply the changes.
Customizing Toolbars
The Toolbars display in the space below the GoldMine menu bar. You can customize these toolbars by adding,
removing or rearranging the buttons that appear on them. You can also create additional toolbars. For additional
information, refer to the following topics:
■
Adding and Removing Standard Toolbar Buttons
■
Creating a New Toolbar
■
Renaming a Toolbar
■
Renaming Toolbar Buttons
■
Rearranging Toolbar Buttons
Adding and Removing Standard Toolbar Buttons
The following procedure is used to add and remove the buttons that display on the Standard Toolbar.
1. Click the Toolbar Options drop-down menu located at the right end of the toolbar.
2. Select Add or Remove Buttons > Standard to view the list off available button to display on the Standard
Toolbar.
3. Check or uncheck the box next to the item you want on the Standard Toolbar.
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Creating a New Toolbar
Use the following procedure to create a New toolbar.
1. Right-click in the empty space by the toolbar and from the pop-up menu, select Customize.
2. On the Toolbars tab, click New and then type the name of the new toolbar in the New Toolbar pop-up box.
3. Click OK. The new toolbar appears in the list of Toolbars on the Toolbars tab in the Customize dialog box.
TIP: If you cannot find your new toolbar right away, right-click in the empty space by the toolbar
to bring up the context menu with the names of the available toolbars. Click the new toolbar name
you created and the toolbar appears.
4. Add buttons to the new Toolbar by using the following methods:
○ Click the Commands tab. Then, select one of the Categories to view the respective Commands linked to that
category. Click one of the Commands and drag it to the new Toolbar.
○ With the Customize dialog box still open, hold down C T R L and then drag and drop the menu items you want
to appear as buttons on your new toolbar.
For example, if you want User Groups on your new toolbar, click and hold down Ctrl, then open the Tools
menu, select User Groups, and then drag User Groups to the new toolbar.
NOTE: If you do not use C T R L while dragging the menu commands to the Toolbars, the menu command will
be moved from the Menu to the Toolbar. To restore the moved menu items, click the Reset button on the
Toolbars tab. This does not remove the item from the Toolbar.
5. Click Close to close the Customize dialog box.
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Renaming a Toolbar
1.
2.
3.
4.
Right-click in the empty space by the Toolbar and select Customize from the context menu.
Select the toolbar you want to rename and click Rename.
Type in the new name in the Rename Toolbar dialog box and then click OK.
Click Close to close the Customize dialog box.
Renaming Toolbar Buttons
1.
2.
3.
4.
Right-click in the empty space by the Toolbar and select Customize from the context menu.
Select the toolbar which contains the button that you want to rename.
With the Customize dialog box still open, right-click on the Toolbar button you want to rename.
On the context menu, change the text in the Name field and then press E N T E R on the keyboard or click
anywhere outside the context menu.
The new button name appears on the toolbar.
5. Use the context menu to edit or delete any existing button.
6. Click Close to close the Customize dialog box.
Rearranging Toolbar Buttons
Drag and drop the buttons to the desired configuration.
1. Right-click in the empty space by the Toolbar and select Customize from the context menu.
2. Select a button on the Toolbar, then do the following:
○ To change the location of the button on the current Toolbar, click and drag the button to the desired location
on the current Toolbar.
○ To move the button to another Toolbar, click and drag it to any other Toolbar.
○ To place a copy of a button on another Toolbar, press and hold Ctrl on the keyboard while dragging the
button to another Toolbar.
3. Click Close to close the Customize dialog box.
Using Online Help
View documentation using the extensive online Help system. Access overviews, step-by-step instructions, tips, notes,
descriptions, and reference material while you work.
To implement window-level Help, click inside the dialog box and press F1.
NOTE: GoldMine requires Internet Explorer 6.0 or higher.
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Menu Command Shortcut Keys
GoldMine menu commands can be executed with shortcut keys. Instead of using the mouse to select menu options,
the shortcut keys are keyboard keys (F1) or key combinations (such as CTRL+P) that invoke a particular command.
Following is a list of the available shortcuts.
o GoldMine Shortcut Keys
o Other Control Shortcuts
o Contact Record Shortcut Keys
o Navigation Shortcuts
o Contact Tab Shortcut Keys
o Microsoft Windows Shortcuts
o
Report Shortcut Keys
o Microsoft Windows Explorer Shortcuts
o Tree View Shortcuts
o Favorites Center Shortcuts
o Combo Box Shortcuts
o Tab Shortcuts
o Search Box Shortcuts
o Address Bar Shortcuts
o Edit Box Shortcuts
This section provides tables of shortcut keys in both GoldMine and Microsoft Windows.
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GoldMine Shortcut Keys
Menu Command
Key
Display online help for the active window
F1
Display context-sensitive help
Shift+F1
Display predefined field entries for lookups, calendar (date fields), or clock (time
fields)
F2
Display the Contact Search Center
F4
Display the E-mail Center
F5
Display the Activity List
F6
Display your Calendar
F7
Display the Opportunity Manager
F9
Launch Campaign Manager
F10
Close the active window or module
Ctrl+F4
Exit GoldMine
Alt+F4
Find next
F3
Move to previous module
Ctrl+Tab
Move to the next open module
Ctrl+Shift+Tab
Move to Search box
Ctrl+2
Move to first Contact field
Ctrl+1
Contact Record Shortcut Keys
Menu Command
Key
Search for a string within the active tab
F3
Display predefined field entries for lookups, calendar (date fields), or clock (time
fields)
F2
Dial the Phone2 telephone number for the Contact
Alt+2
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Menu Command
Key
Dial the Phone3 telephone number for the Contact
Alt+3
Undo typing in Notes
Ctrl+Z
Cut selected text in Notes
Ctrl+X
Copy selected text in Notes
Ctrl+C
Paste copied text in Notes
Ctrl+V
Go to the next Contact record
Page Down
Go to the previous Contact record
Page Up
Go to the first record
Ctrl+Page Up
Go to the last record
Ctrl+Page Down
Cycle through last-viewed records
Shift+Page Up
Write an e-mail message to Contact
Ctrl+Shift+E
Dial the Phone1 telephone number for the Contact
Alt+1
Dial Fax for the Contact
Alt+4
View the Summary tab
Ctrl+S
View the Fields tab
Ctrl+F
View the Notes tab
Ctrl+N
View the Contacts tab for additional contacts
Ctrl+C
View the Relationships tab
Ctrl+T
View the Details tab
Ctrl+D
View the Referrals tab
Ctrl+R
View the Pending tab
Ctrl+P
View the History tab
Ctrl+H
View the Links tab
Ctrl+L
View the Members tab
Ctrl+M
View the Processes tab
Ctrl+O
View the Opportunities tab
Ctrl+U
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Menu Command
Key
View the Projects tab
Ctrl+J
View the Cases Tab
Ctrl+A
View the GM+View Tab
Ctrl+V
Display Personal Contacts
F11
Start timer
F8
Stop timer
Shift+F8
Reset timer
Alt+F8
Restart timer
Ctrl+F8
Contact Tab Shortcut Keys
The following shortcut keys are the default values. You can rename any Contact tab shortcut and assign any shortcut
to open this tab.
Menu Command
Key
View the Summary tab
Ctrl+S
View the Fields tab
Ctrl+F
View the Notes tab
Ctrl+N
View the Contact tab for additional contacts
Ctrl+C
View the Details tab
Ctrl+D
View the Referrals tab
Ctrl+R
View the Pending tab
Ctrl+P
View the History tab
Ctrl+H
View the Links tab
Ctrl+L
View the Members tab
Ctrl+M
View the Processes tab
Ctrl+O
View the Opportunities tab
Ctrl+U
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Menu Command
Key
View the Projects tab
Ctrl+J
View the Cases tab
Ctrl+A
View the GM+View tab
Ctrl+V
Report Shortcut Keys
Menu Command
Key
Cut the object
Ctrl+X
Copy the object
Ctrl+C
Paste the object
Ctrl+V
Delete the object
Delete
Change the font for the text
Alt+F10
Align the text within the object
Ctrl+P
Specify outline properties
Ctrl+O
Select a background
Ctrl+B
Edit a field expression
Ctrl+F
Insert a section label
F6
Insert a text label
F9
Insert data field
F2
Insert expression field
F3
Insert system field
F4
Insert dialog field
F5
Insert line
Ctrl+F9
Insert picture from clipboard
Alt+F7
Insert picture from disk file
Alt+F8
Create a dialog field
Ctrl+R
Edit a dialog field
Ctrl+M
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Menu Command
Key
Delete a dialog field
Ctrl+D
Define margins, ruler, and date format
F7
Define a filter
Ctrl+F7
Save or update report template
F10
Save template with a new file name
Shift+F10
Tree View Shortcuts
Menu Command
Key
Display all sub-items under the selected item
* (Asterisk) on the Numeric
pad
Display the sub-items directly under the selected item
+ (Plus sign) on the Numeric
pad
Collapse the items directly under the selected item
- (Minus sign) on the Numeric
pad
Collapse the current selection if it is expanded and move the focus to the
group leaf root
<- (Left arrow)
Display the sub-items directly under the selected item if it is collapsed
-> (Right arrow)
View the previous group
Alt+Left arrow
View the next group
Alt+Right arrow
Scroll the view without change of the selection
Ctrl+Up arrow
Scroll the view without change of the selection
Ctrl+Down arrow
Move the selection to the item matching the prefix letters in the beginning
of a label
Any printable key
Combo Box Shortcuts
Menu Command
Key
Display the items in the active drop-down list or combo box
F4+Alt+Up Arrow
Hide the items in the active drop-down list or combo box
F4+Alt+Down Arrow
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Search Box Shortcuts
Menu Command
Key
Select the Search box.
Ctrl+E
Enter Search for entered term using local search
Alt+. (Period)
Enter Search for entered term using Internet browser
Shift+. (Period)
Launch a program elevated if used from the Start Menu
Ctrl+Shift+Enter
Edit Box Shortcuts
Menu Command
Key
Move the insertion point to the beginning of the next word.
Ctrl+Right arrow
Move the insertion point to the beginning of the previous word.
Ctrl+Left arrow
Select a block of text.
Ctrl+Shift with any of the
arrow keys
Move the selected item up
Alt+Shift+Up arrow
Move the selected item down
Alt+Shift+Down arrow
Scroll the view without change of the selection
Ctrl+Down arrow
Move the selection to the item matching the prefix letters in the beginning
of a label
Any printable key
Other Control Shortcuts
Menu Command
Key
Display the items in the active drop-down list or combo box
F4+Alt+Up Arrow
Hide the items in the active drop-down list or combo box
F4+Alt+Down Arrow
Down Cycle through the Tab controls
Ctrl+Tab, Ctrl+Page
Reverse cycle through the Tab controls
Ctrl+Shift+Tab, Ctrl+Page Up
Move the insertion point to the beginning of the next word.
Ctrl+Right arrow
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Menu Command
Key
Move the insertion point to the beginning of the previous word.
Ctrl+Left arrow
Select a block of text.
Ctrl+Shift with any of the
arrow keys
Move the selected item up
Alt+Shift+Up arrow
Move the selected item down
Alt+Shift+Down arrow
Navigation Shortcuts
Menu Command
Key
Close the active window or program
Alt+F4
Close the active document in programs that allow you to have multiple
documents open
Ctrl+F4
Moves to next pane or palette within a program
Ctrl+Tab
Moves to previous pane or palette within a program
Ctrl+Shift+Tab
Moves to next window in a group of related windows (or between MDI
document windows)
Ctrl+F6
Moves to previous window in a group of related windows (or between MDI
document windows)
Ctrl+Shift+F6
Microsoft Windows Shortcuts
The following shortcuts are reserved for use by Microsoft Windows.
Menu Command
Key
Activate or inactivate the menu bar
Alt
Cycle through items in the order they were opened.
Alt+Esc
Cycle through items in the reverse order they were opened
Alt+Shift+Esc
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Menu Command
Key
Display shortcut menu for the active child window (multiple-document interface
[MDI] application)
Alt+hyphen
Display the shortcut menu for the selected item.
Application
Copy the entire screen image to the clipboard.
Print Screen
Copy the active window image to the clipboard.
Alt+Print Screen
Display the system menu for the active window
Alt+spacebar
Cycle through open primary windows
Alt+Tab
Reverse cycle through open primary windows.
Alt+Shift+Tab
Cycle through open primary windows without closing the menu.
Ctrl+Alt+Tab
Reverse cycle through open primary windows without closing the menu.
Ctrl+Alt+Shift+
Tab
Display the Start menu
Ctrl+Esc
Start Task Manager
Ctrl+Shift+Esc
Display the Windows security screen
Ctrl+Alt+Delete
Microsoft Windows Explorer Shortcuts
Menu Command
Key
Search for a file or folder
F3 or Ctrl+F
Display the Address bar list
F4
Select the Address bar
Alt+D
View the folder one level up
Alt+Up arrow
Go back to previous location viewed
Alt+Left arrow or Backspace
Go forward to next location in viewed
Alt+Right arrow
Close the active item, or exit the active program.
Alt+F4 or Ctrl+W
Delete the selected item and move it to the Recycle Bin
Ctrl+D or Delete
Delete the selected item without moving it to the Recycle Bin
Shift+Delete
Open the current location in a new window
Ctrl+N
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Menu Command
Key
Create shortcut to selected item
Ctrl+Shift while dragging an item
Switch input languages or keyboard layouts
(Available and configurable when the user has installed multiple
keyboard layouts.)
Left Alt+Shift
Switch keyboard layouts or input languages (Available and
configurable when the user installed multiple keyboard layouts.).
Ctrl+Shift
Shortcut key for input languages
Ctrl or left Alt+Shift+~, number (0~9),
(Available and configurable when the user installed multiple keyboard
or grave accent key
layouts.)
Cancel the current task or search
Esc
Favorites Center Shortcuts
Menu Command
Key
Organize Favorites
Ctrl+B
Add current page to Favorites
Ctrl+D
Open History
Ctrl+H
Open History in pinned mode
Ctrl+Shift+H
Open Favorites
Ctrl+I
Open Favorites in pinned mode
Ctrl+Shift+I
Open Feeds
Ctrl+J
Open Feeds in pinned mode
Ctrl+Shift+J
Tab Shortcuts
Menu Command
Key
Open a link in new background tab
Ctrl+Left mouse button
Open a link in new foreground tab
Ctrl+Shift+Left mouse button
Close tab (closes window if only one tab is open)
Ctrl+F4, Ctrl+W
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Menu Command
Key
Open Quick Tab view
Ctrl+Q
Open a new Tab
Ctrl+T
View the list of the open Tabs
Ctrl+Shift+Q
Switch to the previous tab
Ctrl+Tab
Switch to the previous tab
Ctrl+Shift+Tab
Address Bar Shortcuts
Menu Command
Key
View the list of previously typed addresses
F4
Select the Address bar
Alt+D
Open the Web site address that is typed in the Address bar in new tab
Alt+Enter
Add http://www. to the beginning of text and .com to the end of text in
Address bar
Ctrl+Enter
Add http://www. to the beginning of text and the Web site address suffix
Ctrl+Shift+Enter
you have specified to the end of text in the Address bar
Switch to the previous tab
Ctrl+Shift+Tab
Search Bar Shortcuts
Menu Command
Key
Open search results in new tab
Alt+Enter
View list of search providers
Ctrl+Down arrow
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Using Log Away in GoldMine
If you need to post information about your current location and the time and/or date of your expected return, use
the following procedure.
1. Select File > Log Away.
The I'm away from my desk dialog box opens.
2. In the My Whereabouts field, do one of the following:
○ Type where you have gone in the text box
○ Right-click in the field and select an item from the F2 Lookup list.
○ Select one of the radio button options below the text box to select:
- At lunch
- On break
- On the road
- Gone home
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3. In the I'll be back at dialog select the time you will return from the drop-down list, or select a time period using
the radio buttons to the right.
Select the day for the day options (Tomorrow or On Monday) or select the date from the F2 graphical calendar
on the date text box by clicking the arrow button to the right of the date.
Choose a date from the calendar and then click Select.
4. Select an option:
○ Logout. This option posts the time of logout in the Peg Board.
○ Wait for me.This option minimizes GoldMine. Although you are not logged out of GoldMine, you are
prompted for your password to restore the display. After returning to your work session, GoldMine
automatically clears the reference in the Whereabouts column of the Peg Board.
○ Cancel. This option cancels the action.
Logging in as Another User
Use the following procedure to log into GoldMine as another user.
1.
2.
3.
4.
Select File > Switch User.
GoldMine closes and a new login screen appears.
Type in the Username and Password of the new user.
Click OK to log in as that user.
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Viewing GoldMine Information
View summary information, credits, installation details, or contact information for GoldMine.
Use the following procedure to view GoldMine information.
1. Select Help > About GoldMine.
The About GoldMine window opens.
2. View the version, registered owner, product serial number, and copyright information. Click the following
buttons to access information for:
○ Credits. Displays integrated applications.
○ Ivanti Displays contact information for Ivanti Software.
○ System. Displays information about your GoldMine installation. To copy the information, click Copy All.
Paste the information into your outside application.
3. Click OK.
Local Menus
Use a local menu (shortcut menu) to access commands effecting options or information in the selected browse
window, tab, or pane.
Access local menus Using the following procedure:
1. Right-click in the window, tab, or pane you are working in. For example, if you are working on the Pending tab,
the following local menu opens:
2. Select the action from the menu.
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QuickStart Wizard
The QuickStart Wizard allows you to access and configure basic operations and tools to work with GoldMine.
The QuickStart Wizard contains a set of individual wizards you access in one central location to ensure you
configure key operations:
User information. Configures personal information for users such as name and title. See Using the
User Information QuickStart Wizard.
User. Configures general user data and security settings such as the individual’s GoldMine user name
and password and QuickStart Wizard access rights. See Using the User QuickStart Wizard.
IMPORTANT: Contact your administrator before using this wizard.
Industry Templates. Configures Industry Solutions templates and GoldMine PLUS applications. See
Using the Industry Templates Quick Wizard.
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Key Fields. Configures the key field labels to store data for your business. See Using the Key Fields
QuickStart Wizard.
Postal Codes. Configures the process to import postal codes into GoldMine. See Using the Postal
Codes QuickStart Wizard.
Data Import. Configures the process to import contact data from another contact management
application into GoldMine. See Using the Data Import QuickStart Wizard.
GoldMine PLUS. Configures GoldMine’s links to document applications including Microsoft Word and
Adobe Acrobat. See Using the GoldMine PLUS QuickStart Wizard.
The QuickStart Wizard appears immediately after installing GoldMine to help set up the critical operations most
users need immediately such as e-mail accounts. Use the QuickStart Wizard after installation to add or change basic
configuration settings by selecting Tools > QuickStart Wizard.
Users without Master Rights have access to the User Information Wizard and Document Management Wizard.
Using the User Information QuickStart Wizard
Configure or update individual user's personal information stored in the Personal tab of the User's Options.
Use the following procedure to configure user information with the User Information wizard.
1. Select Tools > Quick Start Wizard.
2. At the GoldMine QuickStart Wizard dialog box, click the User Information Wizard button.
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3. The Welcome screen of the QuickStart Wizard: User Information dialog box appears. Click Next.
4. At the user list, select the user for whom you are updating personal information and then click Next.
5. Update the fields as needed:
○ Title. Type the appropriate title or salutation such as Ms., Dr., and so on.
○ Department. Type the user's organizational unit such as Marketing.
○ Phone. Type the user's primary telephone number.
○ Fax. Type the user's fax number.
Click Next.
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The user variable options open. These variables supplement basic information stored in the Personal tab.
6. To add or change a variable, click New or Edit.
The Add a New Variable or Edit a Variable dialog box opens.
○ In the Name field, type the new variable such as Cell Phone.
○ In the Value text box, type the value of the variable such as the cell phone number.
○ To remove a variable, highlight the variable and click Delete.
○ Click Add or OK to close the Add or Edit Variable dialog box and return to the User Information Wizard.
7. Click Finish to close the User Information Wizard and return to the QuickStart Wizard dialog box.
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Using the User QuickStart Wizard
Use this wizard to create and update users and their settings. The created or updated users are available in the
Users' Master File (select Tools > Configure > Users' Settings).
Use the following procedure to configure users with the User wizard.
NOTE: Contact your administrator before using this wizard.
1. Select Tools > Quick Start Wizard.
2. At the GoldMine QuickStart Wizard dialog box, click the User Wizard button.
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3. The Welcome screen of the QuickStart Wizard: User Settings dialog box opens. Click Next.
4. At the Username accounts dialog box, select either:
○ Create New User. Create a new user.
○ Update Existing User. Select the name of the user you are editing in the drop-down list.
5. Click Next.
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6. Complete these fields to create or modify the user settings:
○ GoldMine Username. If creating a new user, type the user name (up to 8 characters) in the text box.
○ User's Full Name. Type the first, middle, and last name, as appropriate for your company.
○ GoldMine Password. Type a password the user uses when logging into GoldMine.
The user can change the password on the Personal tab of the Users' Options dialog box.
○ Select Master Rights if you are granting the user unrestricted access to GoldMine features and settings
except other users' Personal Contacts and PersonalBase in the InfoCenter.
NOTE: Only GoldMine administrators or other authorized individuals should have Master Rights.
7. Click Finish.
A Quick Wizard message box that acknowledges the user update is successful.
Using the Industry Templates Quick Wizard
Use the following procedure to use this wizard to configure Industry Solutions templates and GoldMine PLUS
applications.
1. Select Tools > Quick Start Wizard.
2. At the GoldMine QuickStart Wizard dialog box, click the Industry Templates Wizard button.
The Welcome screen of the QuickStart Wizard: Industry Templatesdialog box opens.
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3. Select one of the Industry Solution templates:
○ Financial Services
○ iMarket
○ Insurance (Life)
○ Insurance (Property and Casualty)
○ Legal Services
○ Mortgage Lending
○ Non-Profits Organizations
○ Real Estate (Commercial)
○ Real Estate (Residential)
4. Click Next.
5. At the GoldMine Template Installer dialog box, read and follow the text. Be sure to back your work up before
going to the next step. Click Next.
6. Select the customization options.
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○ At the Additions/Update field, select the options you want to install.
○ At the Deletion field, select the options you want to delete.
7. Click Next.
8. Read the screen text and enter Yes over the No default.
This text explains that you cannot undo the customization. A dialog box appears stating you must be logged in
as a Master Rights user to install an Industry Solution template.
9. Click Next.
10. Click Finish to being the installation.
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11. When the installation is complete, a message appears that states the fields are updated and need to be rebuilt.
12. Click OK.
TIP: To see the changes, rebuild the database, log out, and log back in to GoldMine.
Using the Key Fields QuickStart Wizard
GoldMine indexes the five Key fields, making them excellent fields for data you retrieve or filter on often. Assign field
labels using this wizard.
Use the following procedure to configure key field customization with the Key Fields wizard.
1. Select Tools > Quick Start Wizard.
2. At the GoldMine QuickStart Wizard dialog box, click the Key Fields Wizard button.
The Welcome screen of the QuickStart Wizard: Key Fields Customization dialog box opens.
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3. Click Next.
4. At the Update Key Field Label Names dialog box:
In the Name in Database column the field names, Key1 through Key5, are listed.
○ The Current Label column displays the current field name.
○ In the New Label field, type the necessary changes for each field names.
The Current Label corresponds to the local label for the field. If the field does not have a local label, the Current
Label column displays the global label.
5. Click Finish.
6. At the GoldMine message, click Yes.
To see the updated Key field labels, log out of GoldMine and back in.
Using the Postal Codes QuickStart Wizard
You can import over 42,000 United States Postal Codes into your lookup table. Use the following procedure to import
postal codes into GoldMine using the Postal Codes wizard.
1. Select Tools > Quick Start Wizard.
2. At the GoldMine QuickStart Wizard dialog box, click the Key Fields Wizard button.
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3. The Postal Code Import dialog box opens.
4. Click Finish to import all United States Postal Codes into your lookup table. The import process might take
considerable time, depending on your environment.
Using the Data Import QuickStart Wizard
Import data from other contact management applications into GoldMine, eliminating data entry. Incorporate new
data into GoldMine and begin using it.
NOTE: This wizard is available for users with Master Rights only.
1. Select Tools > Quick Start Wizard.
2. At the GoldMine QuickStart Wizard dialog box, click the Data Import Wizard button.
The Welcome screen of the Data Import Wizard dialog box opens.
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3. Click Next.
4. Select the contact management application you are importing from in the Choose the product from which
you are importing drop-down list. Select one:
○ ACT! for windows 2.0 through 4.0
○ ACT! 6.0
○ Lotus Organizer 6.0
○ Microsoft Outlook 98 or higher
○ Microsoft SQL Server database table
○ Text files with delimiters, like commas or tabs
○ Text files with fixed length fields
If importing from a source different from these options, use the import options in GoldMine. Select File >
Import and Export > Import contact records.
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5. Click Finish. The Alert window opens.
6. Click OK. The Import Wizard opens.
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7. Make your selection and then click Next.
8. Enter the complete path and filename of the file to be exported in the field and click Next.
If you chose SQL the following screen opens.
9. Complete the wizard screens and then click Finish.
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Using the GoldMine PLUS QuickStart Wizard
Use this quick wizard links GoldMine Plus products to document applications including Microsoft Word and Adobe
Acrobat.
Use the following procedure to import GoldMine PLUS data.
1. Select Tools > Quick Start Wizard.
2. At the GoldMine QuickStart Wizard dialog box, click the GoldMine PLUS button.
The Ivanti Support site page opens.
3. Log into Ivanti and move through the Support site.
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Dashboards
The GoldMine Dashboard is a place were you can quickly view and access data based on predefined criteria and
view real-time informational graphics and data tables with controls to select the desired information for viewing.
Dashboards are user-defined summary views of data from internal and external sources.
By using Dashboards, you can quickly: measure the flow of new Leads, view a filtered list of Lead records, chart
Opportunities and Forecasts, review the Customer Service processes, review “to-do” lists, calendar, inbox, and
progress toward Sales objectives, and view Forecasts and Appointments.
NOTE: For details on managing the Dashboards, see Dashboards ManagementDashboards Management in
the GoldMine Administrator's Guide.
Follow the links below to learn more about using Dashboards in GoldMine.
■
■
■
Choosing a Predefined Dashboard
Dashboard Designer
Predefined Dashboards
Choosing a Predefined Dashboard
Dashboards are made available by clicking the Dashboards button on the Navigation Pane (see Navigation Pane ).
The list of available Dashboards, both predefined and customized, is displayed in the panel on the left above the
Navigation buttons. When you open the Dashboards module, the most recently viewed D ashboard displays by
default. GoldMine comes with several Dashboards already setup for you, based on typical use cases (see
Predefined Dashboards).
Management
○ Activity Dashboard
○ Activity Summary Dashboard
○ Case Dashboard
○ Lead Dashboard
○ Management Dashboard
Sales
○ Forecast Dashboard
○ Opportunity Dashboard
○ Sales User Dashboard
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Dashboard Designer
The Dashboard Designer is used to manage your Dashboards. You can use the Dashboard Designer to edit existing
Dashboards, create new Dashboards, and delete unwanted Dashboards.
The Dashboard Designer has the following components:
Dashboard Canvas
The Canvas displays the Dashboard’s main frame and all of its parts. Grid points on the Canvas are used as a
reference for aligning Dashboard Parts and Splitter to one another on the Canvas.
NOTE: As a rule, Dashboard Parts should not overlap one another. However, in the design view, some
Dashboard Parts might appear to overlap due to the dynamic resizing of the Dashboard.
Dashboard Palette
The Palette is located in the upper-right corner of the Dashboard Designer. It contains all the parts you can use to
create or modify the Dashboard. The parts are the elements that define the appearance of the Dashboard. The size,
location, and properties of the part can be modified after you add the part to the canvas.
The Dashboard Palette contains the following parts:
o Label
o Button
o Check Box
o Radio Button
o Link
o Text Box
o Drop-down List
o Web View
o Chart
o Table View
o Date Picker
For more information, see Dashboard Part Properties Details in the GoldMine Administrator's Guide.
Dashboard Properties
The Properties section is located below the Pallet and displays the properties of the currently selected Dashboard
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Part on the Canvas (see Dashboard Part Properties Details in the GoldMine Administrator's Guide.).
Dashboard Objects Tree
The Objects section above the Navigation Pane displays a tree view of the current Dashboard Parts and Data
Sources. Selected Dashboard Parts are highlighted on the tree and on the Canvas. You can click any node on the tree
to make it the active Dashboard Part.
Dashboard Toolbar
The Toolbar is located at the top of the Dashboard pane and contains buttons to access the various Dashboard
commands.
View Mode
- Design switches to Design mode (Dashboard Designer).
- Refresh updates the currently displayed content on the Dashboard.
Design Mode
- View switches to View mode and saves the Dashboard.
- Delete deletes the currently Dashboard. See Deleting a Dashboard in the GoldMine Administrator's
Guide.
- New creates a blank Dashboard canvas. See Creating a New Dashboard in the GoldMine Administrator's
Guide.
- Copy creates a copy of the current Dashboard. See Creating a Copy of a Dashboard in the GoldMine
Administrator's Guide.
- Import opens the Import dialog box to import a predefined Dashboard into GoldMine. See Importing a
Dashboard XML File in the GoldMine Administrator's Guide.
- Export opens the Save As dialog box to save the current Dashboard as an XML file. See Exporting a
Dashboard XML File in the GoldMine Administrator's Guide.
- Events opens the Event and Actions dialog box for adding, editing, and deleting events for Dashboard
Parts. See Adding an Event in the Drop-down List in the GoldMine Administrator's Guide.
- Save saves the current Dashboard.
- Cancel aborts any changes made since the last Save and returns to View mode.
For detailed instruction using these commands, refer to "Dashboards Management" in the Administrator Guide or
Online Help.
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Predefined Dashboards
GoldMine comes with several predefined Dashboards ready to use. These Dashboards are based on typical usage
scenarios and can be modified to suit you needs (see "Dashboard Designer" in the Administrator Guide or Online
Help).
GoldMine comes with several predefined Dashboards ready to use. These Dashboards are based on typical usage
scenarios and can be modified to suit you needs (see Dashboard Designer).
The predefined Dashboards are divided into two main categories:
■
Management Dashboards
■
Sales Dashboards
Management Dashboards
The Management Dashboard Group is mainly used view activities, customer service, and sales.
Activity Dashboard
The Activity Dashboard provides a quick look at the appointments and calls for the current user. The Dashboard is
divided with appointment information on the top and call information on the bottom. The Year and Quarter can be
selected from drop-down lists and tabs in each section provide access to the following information related to:
■
Completed Appointments - Summary
■
Completed Appointments - Details
■
Completed Appointments - Summary Table
■
Completed Calls - Summary
■
Completed Calls - Details
■
Completed Calls - Summary Table
Activity Summary Dashboard
The Activity Summary Dashboard provides a quick look at the Open and Closed Activities for the selected user, and
can be sorted by month and activity type. The Dashboard is divided pie charts in the top half by month and quarter.
The bottom half contains details by month and activity type with links.
■
Open Activities by User - Summary Chart
■
Open Activities by User - Details
■
Closed Activities by User - Summary Chart
■
Closed Activities by User - Details
Case Dashboard
The Case Dashboard provides a quick look at the customer service processes for the current user. The tabs and an
associated table provide access to the following information related to:
■
Open Cases by Product
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■
Open Cases by Owner
■
Overdue Cases
■
On-time Case Resolution Rate
■
Resolved Cases
Lead Dashboard
The Lead Dashboard is primarily used by marketing and sales management and executives to measure the flow of
new leads. The GoldMine administrator can specify which records are used for leads by selecting a filter to specify
those records. The tabs and an associated table provide access to the following information related to:
■
Leads by Owner
■
New Leads by Source
■
New Leads Without Activities
■
Forecasted Sales
■
Closed Sales
Management Dashboard
The Management Dashboard provides a quick look at the product forecasts, user forecast, and open cases. The tabs
and an associated table provide access to the following information related to:
■
Forecast by Product
■
Forecast by User
■
Open Cases by Product
Sales Dashboards
The Sales Dashboards Group is mainly used to view forecasts, opportunities, and “to-do” lists related to sale.
Forecast Dashboard
The Forecast Dashboard provides a quick look at all open and closed sales. The Year and Quarter can be selected
from drop-down lists and tabs in each section provide access to the following information related to:
■
Pipeline View for Open Sales
■
Pipeline View of Closed Sales
■
Open Sales by User
■
Closed Sales by User
■
Open Sales by Territory
■
Closed Sales by Territory
Opportunity Dashboard
The Opportunity Dashboard provides a quick look at opportunities by stages and user. The Year and Quarter can be
selected from drop-down lists and tabs in each section provide access to the following information related to:
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■
Opportunities by Stages
■
Pipeline View
■
All Opportunities by User
Sales User Dashboard
The Sales User Dashboard is primarily used by end-users to review their “to-do” lists, calendar, inbox, and progress
toward sales objectives (quota, forecast, closed). Tabs in each section provide access to the following information
related to:
■
Activities / E-mails
■
Achievements
The Quota Period is the range of dates comprising the period. By default, GoldMine defines a Quota Period as one
month, but the period can be changed in the Quota Profile dialog box. To change the period, open the Go To menu
and select Analysis > Quota Analysis. For more information, see Using Quota Analysis.
If you create or update a Quota Analysis in GoldMine, the data might not properly refresh in the Sales User
Dashboard. To refresh the data on the Sales User Dashboard, open GoldMine and select Go to > Analysis > Quota
Analysis from the menu. Then right-click the Quota and select Re-calculate from the context menu.
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Activities
An activity is a time-specific or event-based action linked to a contact.
You can schedule, view, and complete activities. Activities scheduled for a future date and time store as records in
GoldMine’s Calendar. Information about completed calls, appointments kept, and messages received transfers
from the Calendar and the related contact’s Pending tab to the History tab, where it stores as a completed
activity record.
View activities for users, for a particular date, or for a contact. Use the Calendar to view activities by date, the
Activity List to view by activity type, and the Pending tab on the contact record to view the contact’s activities for
the contact.
Each activity record, whether still pending on the Calendar or completed in the history file, is linked to a contact
record. Connecting activities to contacts establishes a relational link to track the progress of customer
relationships.
■
Benefits of Using Activities
■
Scheduling and Completing Activities
■
Auto-Updating Activities
■
Scheduling Literature Requests
■
Scheduling Forecasted Sales
■
About Completing Activities
■
About GoldAlarm
■
About the Activity List
■
Using the Activity List
■
View Scheduled Activity Zoom
■
Printing Activities
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View Window (Activities)
A fully navigable browser of Scheduled Activities appears in the view window. Browse to an activity, mailbox,
occasion listing, or holiday listing to highlight it in the main window.
NOTE: Settings in the Show menu on the main window of the Activity List will effect what information is
available to view.
Benefits of Using Activities
■
Track pending activities. List activities that need to be performed. Control the scope of these listings; they can
be daily, weekly, or monthly. View activities pending for a contact or view only those calls that must be made on
a specific day. Also view pending activities of other users.
■
Set up reminders. Remind yourself about important activities. Alarms can be set for activities GoldMine
supports.
■
Record an electronic paper trail. When activities are completed, GoldMine maintains a record of what was
done, when it was done, and by whom—providing powerful information for subsequent follow-up with contacts.
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■
Schedule meetings. When your activities are scheduled in GoldMine, other GoldMine users can determine the
times you are available for meetings, conference calls, or appointments.
■
Delegate. Use the Calendar to assign scheduled activities to others and track their progress.
■
Link activities with your contacts. Create linked activities and unlinked activities. Linked activities associate with
a contact record. By default, created activities link to the active contact record. GoldMine updates the
information on a linked contact record to show the progress of these activities. When scheduling an activity not
linked to a contact, clear the Link to selected contact option to remove the active contact’s name from the
Contact field.
Unlinked activities are not connected to any contact and are generally used for incidental events. We
recommend use of unlinked activities be limited, since many of GoldMine’s features will not operate when the
activity is not linked to a contact record.
Scheduling and Completing Activities
Activities are time-specific or event-based actions linked to contacts (calls, appointments, letters) or other types of
activities (To Do tasks or events assigned to users). GoldMine is designed to link contacts with scheduled activities
which lets you schedule the activity on your calendar and on the contact's Pending tab. When you complete the
activity, it is moved to the contact's History tab, creating a record of communication and activity.
NOTE: Any un-timed (no start/finish time) activities in GoldMine are synchronized to the current time in
Outlook when using the GoldMine Plus! for Microsoft Word add-in (see Outlook Integration).
About Scheduling Activities
You can schedule activities using one of the following methods:
■
The Calendar
■
The Pending Tab
■
The Schedule Menu
Activity Types
You can schedule the following activities:
o
o
o
o
Call
Next Action
Appointment
Literature Request
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o
o
o
o
Forecasted Sale
Other Action
To-Do
Event
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Schedule Dialog Box
Use the Schedule dialog box for Calls, Next Actions, Appointments, Other Actions, and Events to configure:
■
Detail. Schedule Activity details. See Scheduling Activity Details.
■
Users. Schedule users to the activity. See Scheduling Activities to Users .
■
Resources. Company resources you can schedule to the activity. See Scheduling Activities with Resources.
■
Free/Busy. Available time of the scheduled users. See Scheduling Activities Based on Available Times.
■
Recurring. Schedule the activity to occur on a regular basis. See Scheduling Recurring Activities.
■
Series. Schedule the activity to a group of contacts. See Scheduling Activities Based on Series.
NOTE: GoldAlarm. GoldAlarm can run and notify you of scheduled activities even when GoldMine is not open
on your computer. See About GoldAlarm.
Scheduling Activities
Use the following procedure to schedule all of your activities.
You will notice that when you select an activity, the Schedule dialog box reflects that activity. If you schedule a call,
the Schedule dialog box title is Schedule a Call. If you are schedule a next action, the Schedule dialog box title is
Schedule a Next Action.
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To Schedule an Activity
Use the following procedure to schedule an activity.”
1. Select Schedule > <(an activity)> (such as Call).
2. At the Schedule <an activity>dialog box complete the following tabs.
○ Detail: Schedule Activity details. See Scheduling Activity Details
○ Users.:Schedule users to the activity. See Scheduling Activities to Users
○ Resources. Select from company resources to schedule to the activity. See Scheduling Activities with
Resources.
○ Free/Busy: View the available time of the scheduled users. See Scheduling Activities Based on Available
Times
○ Recurring: Schedule the activity to occur on a regular basis. See Scheduling Recurring Activities
○ Series: Schedule the activity to a group of contacts. See Scheduling Activities Based on Series.
3. Click Schedule to complete scheduling the activity.
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Scheduling Activity Details
Use this procedure to schedule Calls, Next Actions, Appointments, Other Actions, and Events.
1. Select Schedule > <(an activity)> (such as Call).
2. At the Schedule <(an activity)> Detail tab, select the Contact(s). To schedule the activity to the current Contact
and to other Contacts, click the Search button to the left of the Contact field. Select one option:
○ Select another contact from this record lists additional contacts for the contact record.
○ Look up another contact launches the Contact Search Center (see Searching for Contact Records).
○ Select multiple contacts opens the Contact(s) Selection dialog box (see To Modify Contacts for a Scheduled
Activity)
○ Select filter or group opens the Select contact Filter/Group dialog box.
NOTE: Appointments scheduled to a contact filter or group appear differently in GoldMine and Outlook. In
GoldMine, an entry appears for each contact (returned by the filter or group) on the GoldMine Calendar.In
Outlook, a single entry appears for the appointment on the Outlook Calendar, but the Subject line of the
appointment includes the text “<username>, Multiple contacts”, where <username> is the name of the
user that scheduled the appointment.
○ Create a new contact opens the New Record dialog box (see Creating a New Contact Record).
3. If you want to maintain the connection between the activity and the contact, check the Link to selected
contact box. Clearing this option removes the contact’s name from the contact text box and does not link to
any contact.
4. In the Reference field, type a reference line or select an entry from the F2 Lookup list.
5. In the Notes field, type related notes.
Enhanced text options such as bold, italics, underline, font color, and spell checker are allowed.
TIP: To change settings in the GM.ini file to display all activity Notes as simple text rather than
HTML, in the [GoldMine] section type HTML_Cal_Notes=0 to disable the HTML Notes, or contact
your system administrator.
6. In the Options area, configure:
○ Activity changes the type of activity to schedule without restarting the process.
○ Code identifies the activity from the F2 Lookup list.
○ Color specifies the activity color.
○ Opportunity/Project specifies the opportunity or project. Click New to create one.
7. In the Primary User area, select the user or user group to assign the activity to in the drop-down list.
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8. In the Time area, configure:
○ Date. Date of the activity using the F2 graphical calendar.
○ Time. Time the activity starts using the F2 graphical clock.
○ Duration. Select a Duration increment of Min (minutes) or Hr (hours) in the right-hand drop-down list, then
type or select the time in the left-hand box using the up and down arrows.
○ Alarm. Select Alarm to enable notification before the time of the activity. The time the alarm sounds defaults
to 10 minutes before the activity. Use the F2 Lookup graphical clock and calendar to set the alarm's time
and date.
NOTE: When GoldMine is integrated with Outlook, the Outlook reminder will be turned off for a GoldMine
activity retrieved with an alarm time that is later than its starting time.
9. In the Actions area, select:
○ Notify via E-mail sends an e-mail message to the user or users the activity is scheduled for or when the
scheduled activity is changed.
○ Auto-generate RSVP notifies you when the assigned user or users complete the activity.
○ Mark as Private makes the activity readable only by the creating user. It is marked (Private) in the contact’s
Pending tab.
○ Send a request with the activity to sends an e-mail notice of the activity to the contacts, users, or both.
10. Click Schedule to save and close the dialog box.
To Modify Contacts for a Scheduled Activity
While Scheduling Activity Details, you can click the Details tab of the Schedule <an Activity> dialog box to add,
remove, or change the Contacts for a scheduled activity.
1. On the Schedule <an Activity> dialog box, click the Detail tab.
2. To Change the Primary Contact:
○ Click the Search button and select Look up another contact from the menu. Then, search for a Contact in
the Contact Search Center
3. To Add a Contact:
○ Click the Search button and select Select multiple contacts from the menu. The Contact Search Center
opens. Click the New button and search for a Contact in the Contact Search Center.
4. To Remove a Contact:
○ Click the Search button and select Select multiple contacts from the menu. Then, select the Contact from
the list and click Remove. Click Remove All to remove all Contacts from the activity.
5. Click OK to save and continue.
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Scheduling Activities to Users
Select the Users tab to delegate the scheduled activity to selected users or user groups.
NOTE: If multiple users are scheduled for an Activity, they must be configured to used the same e-mail
service (GoldMine or Outlook). Ivanti does not support simultaneous work of Outlook and GoldMine mail
centers.
Use the following procedure to schedule an activity to users.
1. With the contact for which you want to schedule the activity open, select Schedule.
Select one of the Schedule options. The Schedule <activity type> dialog box opens.
2. Click the Users tab.
3. To change the Primary User, select a user in the drop-down list.
4. To select more users, highlight the user in the User List box and click Select. The user name displays in the
Selected Users box. Repeat as necessary.
5. To select user groups, highlight the user group in the User Group List box and click Select. The members of the
group display in the Selected Users box. Repeat as necessary.
6. In the Actions area, select:
○ Delegate to User(s) to notify users with a carbon copy (Carbon Copy: used in e-mail messages, memos, and
letters) of the scheduled activity
○ Send Bcc: E-mail User(s) to notify users with a blind carbon copy (Blind Carbon Copy: A copy of a message,
usually e-mail, sent to a recipient that the main recipients cannot see.) of the scheduled activity.
○ Send a request with the delegation to and select User(s), Contact(s), or Both User(s) & Contact(s).
7. Click Schedule to save and close the dialog box, or click the Resources tab to schedule resources.
Scheduling Activities with Resources
When scheduling activities, you can also schedule company resources.
Use the following procedure to schedule an activity with resources.
1. In the Schedule <an activity> dialog box, click the Resources tab.
2. Double-click a resource in the Resource List box.
The resource is moved to the Selected Resources box.
3. Click Schedule to save and close the dialog box.
NOTE: For more information about Resources, see Managing Resources.
Scheduling Activities Based on Available Times
Before scheduling a meeting for multiple participants, determine a time when all participants are available. Before
GoldMine can scan the participants’ Calendars to determine their availability, specify attendees and resources.
All potential attendees must maintain their daily schedules in GoldMine and the contact's free/busy times must be
configured in GoldMine. After selecting the meeting time, GoldMine schedules the meeting and informs
participants.
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Use the following procedure to schedule an activity based on available times
1. In the Schedule <activity type> dialog box, click the Free/Busy tab.
The busy time pane displays availability of selected users, resources, and the contact.
2. Click Options to specify what types of appointments are scanned and your display options. In the Display area:
○ If you selected Show Contacts, the contact adds to the display.
○ If the Internet free/busy information is not configured or the contact does not publish his or her free/busy
information, the contact's busy time displays the message: Internet Free/Busy information is not available,
click here for help.
○ Use the Add Free/Busy URL dialog box to add the URL where the contact's free/busy time is published. The
URL you add in the dialog box is added to the contact's Edit > Record Properties > Contact Details >
Free/Busy tab.
3. The Scan Settings area initially displays a Start Date, End Date, and Duration. The values in these fields default
to the values specified on the Detail tab.
To expand the busy time display, click on the arrow to display the F2 graphical calendar and select new
beginning and ending dates and click and then click Refresh.
4. To look for a compatible time, click Find Time scan option,
○ Select dates and the activity duration and click Find Time.
○ Scan Settings changes to display the date being scanned and the time. GoldMine scans for a time based on
the duration of the activity. The Duration defaults to the duration specified on the Detail tab but can be
modified on the Free/Busy tab in to successfully schedule an activity.
5. Select another tab or click Schedule to add the activity to the calendar.
Scheduling Recurring Activities
Schedule recurring activities based on any interval of time; for example, schedule a weekly sales meeting for the
next 3 months, an appointment on the same day each week over the next 12 weeks, or a reminder to send
important clients a birthday card the week before their birthday each year.
Recurring activities can schedule follow-up calls or any type of repeating tasks. They contain the same information as
a nonrecurring activity, including alarms and notes.
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Important Considerations
■
Outlook does not support “weekdays only” (Skip Weekend) option for Yearly and Monthly recurrence. The Skip
Weekends option is available only for daily recurrence.
■
Outlook does not support hourly recurrence.
■
The Hourly scheduling option is unavailable when scheduling forecasted sales.
■
Settings defined in the Advanced Recurrence dialog box override settings defined in the Recurring tab of the
Schedule dialog box. For example, if the Fixed Frequency is defined as Daily in the Recurring tab, yet you select
Monthly in the Advanced Recurrence dialog box, the Monthly selection from the Advanced Recurrence dialog
box overrides the Daily selection in Recurring tab.
■
GoldMine and Microsoft Outlook do not recognize recurring activities when created in the other application. For
example, if a user schedules a recurring activity in Outlook, then synchronizes to GoldMine, GoldMine creates
each activity but does not “link” them as instances of a series.
■
If a GoldMine user changes or deletes one instance of the series, GoldMine does not prompt the user to change
all members of the recurring activity. The same response occurs in Outlook for recurring activities originally
scheduled in GoldMine.
To Schedule a Recurring Activity
NOTE: The availability of some options depend on the type of Activity selected. For example, An Event does
not allow the Hourly occurrence.
1. Schedule an Activity (Call, Next Action, Appointment, Event, Forecasted Sale, or Other Action).
2. In the Schedule <an Activity> dialog box, click the Recurring tab.
3. In the Date Range area, set the start date and time:
○ Start date: First date to schedule the recurring activity. When the recurring activity is weekly or bi-weekly,
the day of the week this date falls on is the day of the week all subsequent activities fall on.
○ Start time: The starting time to the activity.
4. In the Date Range area, set the end date and time:
○ End date: Last date to schedule a recurring activity. GoldMine only schedules an activity on this date if it falls
on the correct day as determined by the schedule frequency. GoldMine does not schedule activities after
this date. The End time field is only available when the Hourly option is selected in the Occurs area.
○ End after: This option allows you to select the number of occurrences of the activity before ending the
recurrence.
○ No end date: Check this option if there is no end date to the activity recurrence.
5. In the Occurs area, select an option and then complete the respective options in the area to the right.
6. The Remove Recurrence button resets and clears all recurrence settings for the activity.
7. Click Schedule to save and close the dialog box.
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Scheduling Activities Based on Series
If you want to schedule a series of activities with individual contacts for an activity, follow the steps below.
NOTE: You must select a contact, multiple contacts, or a contract filter/group before scheduling a series of
activities.
1. Schedule an Activity (see Scheduling Activities).
2. After Scheduling Activity Details, click the Series tab.
3. Set the follow options:
○ Schedule the activity at the same time for all selected contacts schedules the same activity at the same
time.
○ Schedule a series of activities with different times for different contacts schedules a series of activities for
different contacts.
4. If you select the Schedule a series of activities with different times for different contacts, you must complete
the following fields:
Time
- Start Date: Enter the date or select the start date from the calendar.
- Daily start time: Enter the start time or select a time from the drop-down list.
- Daily End time: Enter the end time or select a time from the drop-down list.
- Skip weekends: Check this option to schedule activities to run only on weekdays (Monday through Friday)
Set activity start times by (pick one option)
- Maximum activities per day: Enter the number of activities to schedule per day.
- Activity duration: Enter the length of the activity in hours or minutes.
Wrap up time after each activity: Enter the amount of time between the end of one activity and the start of
the next in the series (lag time)
5. Click Schedule to save and close the dialog box.
Editing an Existing Activity
If you need to change any of the details of an existing Activity, such as an Appointment or Call, follow the procedure
list below.
1. Locate the Activity listed with a Contact or User, then right-click and select Edit from the menu.
2. Make any required changes. If there are multiple tabs, associated with the Activity, browse the tabs and make
the required changes as well.
3. Click OK to save the changes for the Activity.
For details instructions, refer to the topic Scheduling Activities and follow the link to the desired subtopic.
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Deleting an Activity
To delete any existing Activity:
1. Locate the Activity listed with a Contact or User.
2. Select the Activity, then right-click and select Delete from the context menu.
3. Click Yes to delete the activity, or No to abort.
To Delete an Activity with Multiple Contacts
If you attempt to delete an Activity that is linked to multiple contacts, a dialog box appears with two options.
1. Select an option to delete the activity:
○ Remove contact <name> from the activity deletes only the current user from the Activity.
○ Delete the activity for all contacts deletes the Activity for all Contacts linked to the Activity.
2. Click OK to delete the selection or click Cancel to abort.
Responding to GoldMine Alarms
After scheduling an activity with an alarm, the GoldMine Alarm dialog box or taskbar notification appears at the
specified time before the activity. Configure alarm settings in the User Preferences Alarms tab.
1. Double-click the alarm icon and the GoldMine Alarm dialog box appears. If you configured the Alarms to display
the pop-up alarm, the GoldMine Alarm dialog box appears, displaying:
○ Contact: Contact the activity is scheduled for.
○ Subject: Reference information from the Schedule an activity dialog box.
○ Time: Scheduled time for the activity.
○ Activity: Activity type.
○ Phone: Contact's phone number.
2. To respond to the GoldMine Alarm, select from:
○ Notes: Expands the dialog box to display the notes associated with the activity.
○ Suspend Alarms: Turns off all alarms for the duration of your current GoldMine session. To reactivate the
alarms, log out and log back in.
○ View Contact: Displays the contact the activity is scheduled for and closes the GoldMine Alarm dialog box.
○ Complete: Completes the activity and files it on the History tab.
○ OFF: Turns the alarm off for this scheduled activity.
○ Snooze: Launches the Snooze Alarm dialog box; select how long to wait for the next reminder.
○ Ignore: Snoozes the alarm for one minute.
○ Delete: Deletes the scheduled activity and closes the GoldMine Alarm dialog box.
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Auto-Updating Activities
Complete or delete activities for a user while working in the Activity List, the Opportunity tab, Project Pending tab, or
the contact's Pending tab. Auto-Update is available on these specific tabs in the Activities List.
o Open
o To-do
o Alarmed
o Others
o Calls
o Actions
o Appts
o Forecasts
o Events
Use the following procedure to auto-update an activity.
1. At the Activity List or the Pending tab, right-click in the tab and select Options > Auto-Update.
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2. At the Auto-Update Activities dialog box, select one of the following options:
○ Complete ALL of the Activities currently displayed. Completes activities in the current tab and updates the
specified Result and Success.
○ Complete selected Activity Type(s) Only. Completes activities selected in the Activity Type area, the
specified Date range, and updates with specified Result and Success.
○ In the Activity Types area, select the options to process:
- Appointments. Scheduled appointments.
- Calls. Scheduled calls.
- Next Actions. Scheduled next actions.
- Others. Scheduled other activities.
- Events. Scheduled events.
- Forecasted Sales. Scheduled sales.
- To-dos. Associated to-do activities.
- Lit. Requests. Scheduled literature requests.
- E-mails (GoldMine). Pending GoldMine e-mail messages.
- E-mails (Internet). Pending e-mail messages for the Internet.
- Delete ALL of the Activities currently displayed. Deletes activities in the current tab.
- Delete selected Activity Type(s) Only. Deletes activities selected in the Activity Type area based on the
specified Date range.
3. Specify a result code and success level for completed activities.
○ Type a result code in the Result field.
○ Select Successful or Unsuccessful from the Success drop-down list.
4. If you selected Complete or Delete selected Activity Type(s) Only, select Date range, then From and To dates
using the F2 graphical calendar.
5. Click OK.
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Scheduling Literature Requests
Literature options must be configured in the Literature Fulfillment Center before you can add them as a scheduled
activity. For more information on the Literature Fulfillment Center, see About the Literature Fulfillment Center.
Refer to the following example when following the procedure to schedule a literature request.
Example: Schedule a literature request to remind the user to send literature and a cover letter to contacts on a
particular day.
1. Select Schedule > Literature Request, or Actions > Send Literature Request to Contacts.
2. At the Schedule a Literature Request dialog box, click the Detail tab.
3. Click the Contact drop-down arrow to select from additional contacts or click the right-facing arrow to launch
the Contact Search Center and search for a new contact.
4. At the Cover Letter drop-down list, select a cover letter.
The user name displayed in the User field determines the templates displayed in the Cover Letter text box.
Select (public) to see all the templates with an owner of (public).
If you do not need a cover sheet for your request, skip this step.
NOTE: The Cover Letter and User fields are linked to the Document Management Center.
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5. At the Literature List drop-down list, select the literature type.
The items included in the list display in the text window below the Literature List.
6. To schedule the literature request to a particular user, select the user in the Assigned to drop-down list.
The request appears on the assigned user's calendar.
7. At the Code field, select the code in the F2 Lookup list to categorize the request.
The activity code can be used to analyze specific completed activities.
8.
9.
10.
11.
12.
At the Send Date field, select a send date using the F2 Lookup graphical calendar.
Select the Alarm for GoldMine checkbox to alert the assigned user of the activity before the scheduled time.
Select the RSVP checkbox to be notified when the assigned user completes the activity.
At the Special Instructions field, type any instructions to the assigned user.
At the Opportunity/Project field, select an opportunity/project o associate the literature request with a
particular opportunity or project or click New to create a new opportunity or project.
13. Click Schedule to complete the process, or select the Series tab to assign the literature request to a group of
contacts.
14. For the procedure to complete the Series tab see Scheduling Activities Based on Series.
Scheduling Forecasted Sales
A forecasted sale is an estimate to record the anticipated close date of a pending sale with one of your contacts.
Forecasted sales are different from other activities because they include a product or service, an anticipated sale
amount, and the probability of the sale closing.
For more information on scheduling forecasted sales, see Scheduling Forecasted Sales.
About Completing Activities
Use the Complete menu to record any activity you complete, whether scheduled or unscheduled. For example, if a
contact calls unexpectedly, make a notation in the history file, even though a call was unscheduled. In this situation,
select the type of activity to complete from the Complete menu.
After completing a scheduled activity, the Calendar record is removed and a record is posted to the linked contact’s
history file indicating what was accomplished.
Complete a scheduled activity from:
■
The Contact record’s Pending tab
■
An Activity List's tabs
■
The Calendar
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■
The Complete menu
○ Scheduled Calls
○ Unscheduled Calls
○ Message
○ Next Action
○ Appointment
○ Sale
○ Other Action
○ Event
○ To-do
○ Correspondence
- Letter/Memo
- Literature Request
- Pending Activities
To Configure the Calendar to Display Completed Activities
1. Right-click to display the local menu, then select Activities, or click the Select Activities button.
2. The Select Activities to View dialog box appears.
3. In the Completed Activities column, select each activity type to display.
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Completing Activities
Complete a scheduled or unscheduled activity such as a call, unscheduled calls, message, next action and so on.
Use the following procedure to complete a scheduled activity (such as a call).
1. Access the Complete menu by one of these methods:
○ Selecting Complete > <an activity> from the toolbar.
○ At the contact's Pending tab, the Activity List, or the Calendar, select the contact record, then right-click on
the record and then select Complete.
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2. At the Complete Activity for <company> dialog box, at the Scheduled Call area, right-click on the contact
record you want.
3. At the Complete the <an activity> dialog box, select and complete the following:
○ Contact. The contact record name if the default. If you want to select another user, click the down-arrow
and select from the list of users.
○ Activity. Select the type of activity you are completing for this scheduled call, for example Call Back, Call-in,
Event, and so on.
○ User. Select the user completing the call.
○ Private. Click this checkbox if the completed activity will be available only to the selected user.
○ Reference. Type in or select the reference.
○ Opportunity/Project. Select the associated opportunity and/or project in the drop-down list. Click New to
create a new opportunity
○ Or Case. If you are selecting a case instead of an opportunity/project, select the case number. Click New to
create a new case.
○ Code. Type or select the code from the F2 Lookup list. This is the code to categorize the completed calls by.
○ Result. Type or select the result code from the F2 Lookup list. This is a completion code to categorize the
outcome of calls by.
You can use result codes to analyze specific completed activities. For example, enter SDM as the result
code whenever you send out a demo or sample.
○ Date. Select the completion date by clicking the down-arrow and selecting the date in the F2 graphical
calendar.
○ Time. Select the completion time by clicking the down-arrow and selecting the time in the F2 graphical clock.
○ Duration. Type or select the duration of the activity in the F2 Lookup list.
○ Success. Select Successful or Unsuccessful depending on the outcome after the call.
○ Notes. Type any notes about this call in the text area.type or append added notes.
To see the toolbar, click inside the box.
○ Schedule a Follow-up. Select this checkbox and then select the type of follow-up, for example, Call, Appoint.
Next Action, and so on.
4. Click OK to return to the Complete a Call dialog box.
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To Complete Multiple Activities
When completing activities using Complete > Pending Activities, the Complete Activity for contact dialog box
appears.
■
Scheduled Activity
Select the activity in the Scheduled Activity list and click OK. The Complete an activity dialog box appears for
the selected activity.
■
Unscheduled Activity
Select an activity in the Unscheduled Activity area and click OK. The appropriate Complete an activity dialog
box appears based on the selected activity type.
Completing Letters and Memos
Use this procedure to complete a letter or memo on a contact's Pending tab, the Activity List, the Calendar, or the
Complete menu.
1. Highlight the document, right-click, and then select Complete.
or
Select Complete > Correspondence > Letter/Memo.
2. At the Complete a Form dialog box, click the Contact drop-down arrow to select from additional contacts or
click the right-facing arrow to launch the Contact Search Center and search for a new contact.
3. In the Activity drop-down list, select the type of activity you are completing for this correspondence.
4. At the User field, select the user completing the correspondence.
5. Select Private if the document will be available only to the selected user.
6. Type or select the Reference.
7. Select the associated Opportunity/Project in the drop-down list.
8. Type or select the Code from the F2 Lookup list.
This is the code by which you categorize the correspondence.
9. Type or select the Result code from the F2 Lookup list. This is a completion code by which to categorize the
outcome of the correspondence.
NOTE: You can use result codes to analyze specific completed activities. For example, enter SDM as the
result code whenever you send out a demo or sample.
10.
11.
12.
13.
14.
15.
Select the completion Date in the F2 graphical calendar.
Select the Time in the F2 graphical clock.
Type or select the Duration in the F2 Lookup list.
n the Success drop-down list, select Successful or Unsuccessful.
In the Notes field, type or append added notes.
Select Schedule a Follow-up and the type of follow-up, Call, Appt., Next Action, and so on, in the drop-down list
and then click OK.
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About GoldAlarm
The GoldAlarm runs the alarm options in GoldMine even when you are not logged into the application. When
scheduling an activity, you can select the Alarm option.
Configure alarm settings by completing the User Preferences > Alarm tab to pop up a window or post the alarm on
the taskbar. For the procedure to set GoldAlarm, see Setting Options for the Alarms Tab in the GoldMine
Administrator's Guide.
■
Place GoldAlarm icon on my desktop. Lets you run the GoldAlarm.exe. The GoldAlarm monitors alarmed
activities and notifies you even when GoldMine is closed.
■
Run GoldAlarm when Windows starts. Runs the GoldAlarm.exe when Windows starts.
When GoldAlarm is running you see a taskbar notice if an activity is due and a GoldMine icon in the System Tray.
About the Activity List
The Activity List displays activities related to a GoldMine user. Use it to view and modify your own activities and view
and modify scheduled activities, completed activities, and e-mail for other GoldMine users.
The Activity List contains two sections: theToolbar (Activity List Toolbar) and the Main Window (Activity List Main
Window).
To Open the Activities List
1. Select Go To > Activities, or click the Activitiesbutton in the Navigation Pane. The Activity List appears.
2. Browse the Activity List using the browser in the Navigation Pane View Window.
Folders include Open Activities, Closed Activities, and E-mail. Occasion and Holiday scheduling windows
are also included.
3. Browse to the desired activity type, mailbox, or scheduling window to populate the table in the main window.
4. Use settings in the Activity List toolbar to further narrow your selection.
○ Holidays. List holidays selected in the Calendar tab of your User Preferences ( see Setting Options for the
Calendar Tab in the GoldMine Administrator's Guide).
○ Occasions. List special dates defined in your Calendar (Adding or Editing Occasions).
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Activity List Toolbar
When you click on the Activity List tab, the Activity List toolbar appears with the following tools.
■
Schedule button. This button allows you to schedule your activity. Click on the down-arrow and select the type
of action you want. For example, if you want to schedule a call, select Call, or to schedule an appointment,
select Appointment. A corresponding popup window where you can select scheduling options appears for each
selection.
■
Show button. This button allows you to select the list of activities you want to view. For example, you can see all
activities, or activities for Today or This Week or This Month. Click on the down-arrow to select a view. To see
activities within a date range, select Date Range and at the popup window, select the dates.
■
User button. This button lets you view activities for a user or for the users on a master list. Click the down-arrow
to select a User or Master.
■
Link button. This button allows you to link an activity to a user, roll over an activity to another User or
automatically update several activities at one time. Click the down-arrow button to select Link, Rollover or Auto
Update. Select Output to send the Activities List output to a printer, Microsoft Word, or Microsoft Excel. A
corresponding popup window where you can select your link or rollover options appears for each selection.
■
Edit button. This button allows you to edit an activity. For example, you can change the Activity, or the User, or
the scheduled Date and Time of the activity. Select an activity and then click the Edit button. A popup window
where you can edit your activity appears.
■
Complete button. This button allows you to view and/or edit a completed task. For example, you might complete
a sale but you want to Schedule a Follow-up phone call, or add Notes to the activity. Select the activity and click
the Complete button. A popup window where you can add or edit your activity appears.
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Activity List Main Window
The Activity List Main Window contains three panes:
■
Table panel. A table pane displaying activities, which can be sorted and filtered by any of its five columns. Use the
drop-down menu at the head of each column to select sort criteria, or select custom to open the Custom
Autofilter dialog for the selected column.
■
Summary panel. A summary pane at the bottom left of the Activity List Main Window displays Creation,
Updated, Contact, Company, Phone, and Extension fields for the selected activity.
■
Reference panel. A reference pane at the bottom right of the Activity List Main Window displays Reference and
Notes fields for the selected activity.
Activity List Options Sub-Menu
The Activity List Options sub-menu consists of the following:
■
Date Range. Displays a date range submenu. Specify the range of dates to display activities for in the Activity List.
See Activity List Date Range Dialog.
■
User. Displays the Select a User dialog box. Select a GoldMine user's activities to view.
■
Activities. Displays the Select Activities to View dialog box to display activity types. By default, display all
scheduled activity types except opportunities and projects. Not available for the Actions tab (only Next Actions).
■
View. Displays options.
■
Detailed View. Displays the details of the selected activity display in the lower portion of the Activity List.
■
Sync Contact. Displays the contact linked to the selected activity in the Activity List.
■
Show Contact. Displays the name of the contact in the Contact column of the browse window.
■
Show Company. Displays the name of the company in the Contact column of the browse window.
■
Link. Displays the links a selected activity to the active Record.
■
Roll-over. Displays the Roll over ALL displayed activities dialog box. Forward activities to another user and/or
another date.
■
Auto-Update. Displays the Auto-Update Activities dialog box. Complete or delete multiple activities for a
selected user. This option is available only on selected activity tabs.
■
Filter. Activity Filter dialog box. Define conditions for selecting activity records to display.
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Activity List Date Range Dialog
The Activity List displays activities for all dates by default; to select from a broad range of dates, select an option
from the Date Range dialog.
■
All Date. Displays all activities without regard for date.
■
Date Range. Opens the Activity Date Range dialog box. Options are similar to the menu items.
■
Today and Prior. Today's activities and past activities.
■
Yesterday. Yesterday's activities.
■
Today. Today's activities.
■
Tomorrow. Tomorrow's activities.
■
Day After. Day after tomorrow's activities.
■
This Week. This week's activities.
■
Next Week. Next week's activities.
■
Last Week. Last week's activities.
■
This Month. This month's activities.
■
Next Month. Next month's activities.
■
Last Month. Last month's activities.
■
This Year. This year's activities.
■
Next 7 Days. Activities scheduled for the next seven days.
■
Past 7 Days. Activities scheduled for the last seven days.
■
30 Day Window. Displays the current 30 days.
Using the Activity List
The Activity List displays activities as a categorized list. Control actions to perform on activities through the local
menus.
NOTE: If you have a filter activated in the Activity List; the filter has to be release and then reactivated to
view updated data.
Use the following procedure to use the activity list.
1. Select Go To > Activities, or select Activities from the Navigation Pane. The Activity List appears.
2. Select an activity from the View Window (see View Window: Activity List) or the browser in the Navigation Pane
(see Navigation Pane .) The activities are:
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Open Activities: Expand folder and select from the following
o Actions: Display open Actions for this user
o Appts: Display open Appointments for this user
o Calls: Display open Calls for this user
o Events: Display open Events for this user
o Forecasts: Display open Forecasted Sales for this user
o Others: Display open Other Actions for this user
o To-do: Display open To-dos for this user
o Opp/Proj Tasks: Display open Opportunity and Project tasks for this
user
o Alarmed: Display all activities with Alarms scheduled for this user
Closed Activities: Expand folder and select from the following
o Actions: Display closed Actions for this user
o Appts: Display closed Appointments for this user
o Calls: Display closed Calls for this user
o Events: Display closed Events for this user
o Forecasts: Display closed Forecasted Sales for this user
o Others: Display closed Other Actions for this user
o To-do: Display closed To-dos for this user
o Opp/Proj Tasks: Display closed Opportunity and Project tasks for
this user
o Real Time: Display a chronological listing of activities for this user
E-mail: Expand Folder and select from the following
o Inbox: Display messages in the inbox of the E-mail Center
o Outbox: Display messages in the outbox of the E-mail Center
o Filed: Display messages that have been previously filed in the E-mail
Center
Occasions: Display Occasions set in your Calendar
Holidays: Display Holidays set in your Calendar User Preferences
Open Activities
- Actions: Display open Actions for this user
- Appts: Display open Appointments for this user
- Calls: Display open Calls for this user
- Events: Display open Events for this user
- Forecasts: Display open Forecasted Sales for this user
- Others: Display open Other Actions for this user
- To-do: Display open To-dos for this user
- Opp/Proj Tasks: Display open Opportunity and Project tasks for this user
- Alarmed: Display all activities with Alarms scheduled for this user
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Closed Activities
- Actions: Display closed Actions for this user
- Appts: Display closed Appointments for this user
- Calls: Display closed Calls for this user
- Events: Display closed Events for this user
- Forecasts: Display closed Forecasted Sales for this user
- Others: Display closed Other Actions for this user
- To-do: Display closed To-dos for this user
- Opp/Proj Tasks: Display closed Opportunity and Project tasks for this user
- Real Time: Display a chronological listing of activities for this user
E-mail
- Inbox: Display messages in the inbox of the E-mail Center
- Outbox: Display messages in the outbox of the E-mail Center
- Filed: Display messages that have been previously filed in the E-mail Center
Occasions
Display Occasions set in your Calendar
Holiday
Display Holidays set in your Calendar User Preferences
NOTE: Real-time folder shows history items that were updated within the selected date range. It is not
based on the completion date for the activity.
○ To perform an action, such as completing a call or replying to an e-mail, right-click on an activity in the
Activity List Main window and then select the action from the local menu.
○ To reverse the sort order of the activities on the screen, click on the column title (the exception is the
Contact column).
3. Click X to close the window.
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View Window: Activity List
A fully navigable browser of Scheduled Activities appears in the view window. Browse to an activity, mailbox,
occasion listing, or holiday listing to highlight it in the main window. Note that settings in the Show menu on the
main window of the Activity List will effect what information is available to view.
View Scheduled Activity Zoom
Use the Scheduled Activity Zoom to view basic information about an activity and complete or delete the activity.
Use the following procedure to use the Activity Zoom.
NOTE: The Preview Pane can be used in place of the Zoom command on the context menu.
1. Right-click an activity and select Zoom on the local menu.
2. At the Scheduled Activity Zoom dialog box, select the following:
○ Activity. Activity type
○ Code. Assigned code
○ Name. Linked contact name
○ Company. Name of the linked company
○ Phone. Phone number
○ Reference. Reference assigned to the activity
○ Alarm. If Yes, the activity has an alarm
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○ RSVP. If Yes, an RSVP is required from users
○ Scheduled. Primary user and date for the activity's scheduled time
○ Creation. The creating user and time created
○ Updated. If updated after creation, the updating user and the time of update.
○ Text area. Displays other assigned users, resources, and notes
3. To scroll through activities, click Previous or Next or click the up and down arrows beside Previous.
4. Click Complete.
The Complete Activity dialog box opens.
5. To remove the displayed activity, click Delete.
When confirmed, the activity is deleted without creating a history record.
6. Click Close.
Printing Activities
You can print a single activities or all activities for a contact record.
To Print All Activities
1.
2.
3.
4.
Navigate to Go To > Activities.
Right-click on any activity and select Output to > Printer > All entries.
The list of activities opens.
Click the Printer icon and then click OK.
To Print a Single Activity
1.
2.
3.
4.
Navigate to Go To > Activities.
Right-click on any activity and select Output to > Printer > Current selection.
The activity report for that selection opens.
Click the Printer icon and then click OK.
To Print an Activity from the Pending Tab
1.
2.
3.
4.
5.
6.
7.
At the Contact view, double-click on a contact.
At the Contact Detail view, select the Pending tab.
Select the activity you want to print.
Right-click on any activity and select Output to > Printer > Current selection.
The activity report for that selection opens.
To print all activities, select All entries.
Click the Printer icon and then click OK.
To Print an Activity from the Calendar
1. Navigate to Go To > Calendar.
2. Right-click on the activity you want to print and select Output to > Printer > Current selection.
3. The activity report for that selection opens.
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4. To print all activities, select All entries.
5. Click the Printer icon and then click OK.
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Calendars
The Calendar works as a time management tool. Quickly determine what is scheduled and review available times
for new appointments and activities. The Calendar displays day, week, month, year, planner, and outline calendars
for a single user or for a group of users.
TIP: You can launch the Calendar and leave it running in the GoldMine work area (see Using the
Calendar).
Select from the following topics to learn more about using Calendars in GoldMine.
■
Calendars Overview
■
Using the Calendar
■
Task List in the Calendar
■
Occasions in the Calendar
■
Free/Busy Configuration
■
Sharing Free/Busy Times
■
Scheduling from Meeting Requests
■
Sharing Calendar Information
■
Publishing Calendar Information
■
Managing Resources
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Calendars Overview
The Calendar displays scheduled activities for the selected user or user group. Use the following procedure to open
your calendar or a calendar of another user.
TIP: If you want to see calendars of other users, select the user or user group in the User dropdown list.
To Open the Calendar
Select one of the following methods to open the Calendar:
■
Open the Go To menu and select Calendar.
■
Press F7 on the keyboard
■
Click Calendar on the Navigation Panel.
Calendar Parts
There are three main parts to the Calendars page.
■
My Calendar
■
Calendar Toolbar
■
Calendar View
When you first open the Calendar, it displays the current day (My Calendar). The default view opens to the Daily
Calendar, but if you select a different Calendar View, GoldMine remembers your selection and opens the calendar
based on your last view. For more information, see Using the Calendar.
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My Calendar
My Calendar is the monthly overview of the calendar. Today’s date has a red border around the date on the
calendar. Days that have a task assigned are displayed in bold. The selected date is highlighted.
You can click any date on the calendar to view details for that date. The left and right arrows on each side of the
Month/Year allow you to view the previous or next month on the calendar.
If you have skipped to a different day on the calendar and want to view the details for today, right-click on the
calendar and select Go to today.
Calendar Toolbar
The Calendar toolbar consists of these buttons. The default values are:
■
Schedule. Click on this button to access the activities you can schedule from your calendar. The dialog box for the
activity opens.
■
Show. Click on this button to show a particular day or activity. The dialog box for the date or activity opens.
■
User. Click on this button to select the user of the calendar you want to view. The Select Users dialog box opens.
Select from the User List or Group List.
■
Today. Select the date and/or activity you want to view. Select an activity and then select a date or activity. The
dialog box for the date or activity opens.
■
Edit. Select an activity and click this button. Make the changes as needed.
■
Complete. Select a task and click this button to complete an activity.
NOTE: The drop-down buttons (other than Schedule) are ‘split’ buttons which means the name of the button
will change as you make your selections. For example, if you select the Today button and then select a menu
item, you will see a name of the menu item as the name of the button.
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Calendar View
The Calendar View tabs allow you to choose how to view the details of your calendar. There are several tabs that
can be used to modify your view.
o
o
o
o
Day
Week
Month
Year
o Planner
o Outline
o Peg Board
For more information about these tabs, see Using the Calendar.
NOTE: GoldMine remembers your last view option and opens that view when you open the calendar.
When you first open the Calendar, it displays the current day. The default view opens to the Daily Calendar, but if you
select a different Calendar View, GoldMine remembers your selection and opens the calendar based on your last
view. For more information, see Using the Calendar.
Using the Calendar
The Calendar displays scheduled activities for the selected user or user group.
Use the following procedure to use your calendar functions.
1. To view the Calendar, use one of the follow:
○ Select Go To > Calendar
○ Press F7
○ Click Calendar on the Navigation Panel
NOTE: To see the calendars of other users, select the user or user group from the User drop-down list.
2. Select your Calendar View by selecting one of the following tabs:
○ Day. Activities scheduled for the day.
○ Week displays the week, Sunday through Saturday.
○ Month displays schedule-related information for the month
○ Year displays the entire year with scheduled days highlighted.
○ Planner displays activities of the selected user for today and the next 22 days. Each users activities are
represented by a colored bar showing the amount of time reserved for the activity.
○ Outline displays scheduled activities in a hierarchical tree structure, with branches that correspond to years,
months, and days. For more information, see Using the Outline Calendar.
○ Peg Board displays login status and activity of individual users and system availability. The Peg Board tracks
the login and logout times, total logged time, and keyboard and mouse-click activity. For more information,
see Using the Peg Board.
3. Click the toolbar options to schedule and complete activities, move through the calendar, set the display, delete
and edit the scheduled activities.
4. Right-click and select the local menu options to manage specific activities, synchronize and set the output to
options, change users, and access other options.
5. Right-click Tasks or Occasions to manage displayed activities related to the task or occasion.
For more information, see Task List in the Calendar and Occasions in the Calendar.
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Viewing Activities in the Calendar
Double-clicking an Activity in the Calendar opens it by default.
Use the following to change the default double-click behavior to open the Contact Record instead:
To Change the Double-Click of an Activity in the Calendar
1. Locate the <UserName>.ini file in the \GoldMine folder.
2. Scroll to the [CalObj] section and make the following change:
[CalObj]
EditWhenDblClick=0
3. Save the file and restart GoldMine for the change to take effect.
NOTE: To change the double-click action back to opening the Activity, change EditWhenDbleClick value back
to 1.
Using the Outline Calendar
The Outline tab displays your scheduled activities in a hierarchical tree structure with branches corresponding to
years, months, and days.
1. Select Go To > Calendar. Your Calendar appears.
2. Click on the Outline tab you can select the users activities to display.
○ Select the name in the drop-down User list, or select (Multiple Users) to open the Select Users dialog box.
○ Double-click the user in the User List box or user group in the Group List box to add to the Selected Users list.
Click OK to close the Select Users list.
3. Use the local menu to manage the activities. Right-click and select one local menu option.
4. To change the day displayed, click the Today button on the Calendar toolbar.
5. At the tree display:
○ Year. As the highest level in the hierarchy, a year contains all activities grouped by months. To display the
months associated with the year, double-click the year.
○ Month. Depending on whether you selected Show Word Days Only on the local menu Options area, each
month displays all calendar dates or only your working days for the month. All specified dates appear
regardless of whether activities are scheduled. To display individual dates in a month, double-click the
month.
○ Date. Each date lists all scheduled activities. The associated user displays if you display more than one user's
calendar. To display the activities, double-click the date.
NOTE: To display all the listings under a year or month, select Options > Expand All from the local menu.
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Using the Peg Board
The Peg Board displays the login status and activity of individual users. For the users, the Peg Board tracks the login
and logout times, total logged time, and keyboard and mouse-click activity.
1. Select Go To > Calendar. Your Calendar appears.
2. Click the Peg Board tab.
3. Use the local menu to manage the activities. Right-click and select one local menu option.
On the Peg Board, the tacks indicate whether a user is currently logged in (green), logged away (yellow), or
logged out (red).
4. To post your Whereabouts for others, right-click and select Log Away.
In the My whereabouts text box, type or select your whereabouts.
5. In User Inactivity area, blue bars indicate the length of time a user is inactive, based on the absence of mouse
clicks or keystrokes.
The Peg Board displays a column indicating when user's systems perform various actions.
○ The gear symbol indicates the user is performing batch processing, such as globally replacing fields or
synchronizing.
○ The bell symbol indicates the user logged away but is still logged into GoldMine.
○ The question mark indicates the user terminated without logout.
6. Users with Master Rights can force all users to exit GoldMine to perform maintenance on the system. The
forced logout grants users a specified amount of time to save their work before being logged out.
TIP: A Master user can also force a single user to log out by double-clicking the user's green tack in
the Peg Board display.
NOTE: By default, GoldMine periodically updates the Peg Board display beneficial for notebook PCs that use
power conservation features that shut down the hard disk. To disable the periodic update feature, enter
UpdatePegboard=0 in the [GoldMine] section of Username.ini.
Task List in the Calendar
Select Go To > Calendar. The Calendar window opens. The Task list displays on the Day, Week, or Outline calendar
and displays activities.
Highlight the item, right-click to open the context menu, and then select from the following options to manage
tasks:
○ Schedule. Schedule an activity.
○ Zoom. Open the activity Zoom dialog box, allowing you to view, complete, or delete an activity.
○ Complete. Remove task from the Task list and saves it as history.
○ Reply. Open an e-mail message addressed to the creator of the task.
○ E-mail Contact. Write a new e-mail message to the creator of the task
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○ Print. Open the print page to save, preview, adjust the layout, set printer properties and print.
○ Export to Word. Export the task details to Word
○ Copy to Clipboard. Copy the details of the task to the Windows clipboard to paste into a text editing
program.
○ Delete. Delete the task from the list.
○ Edit. Open the appropriate dialog box for the selected task. Edit the contents.
NOTE: The Preview Pane can be used in place of the Zoom command on the context menu.
Occasions in the Calendar
Occasions are one-time or recurring events to display on your calendar. Link the occasion to a contact or leave it
unlinked. Or set an alarm on the occasion to remind you in advance.
Occasions displayed in the Calendar on the day of creation. View all occasions on the Occasions tab of the Activity
List. Occasions are not linked to a contact's until you schedule an activity from the activated GoldMine Occasion
Alarm.
For more information, see the following topics:
■
Adding or Editing Occasions
■
Deleting an Occasion
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Adding or Editing Occasions
Use the following procedure to add or edit an occasion.
1. Click the Day or Week tab at the bottom of the Calendar.
○ To Add an Occasion, right-click the Occasions list area and select New to open the Create an Occasion dialog
box.
○ To Edit an existing Occasion, select and item on the list, right-click the Occasions list area, and then select
Edit to open the Edit an Occasion dialog box.
TIP: You can also create or edit an occasion by opening the Contact Details (Edit > Record
Properties > Contact Details) and then clicking either the New or Edit button on the Occasions
tab.
2. Type the occasion name in the Reference text box.
3. Click the search button beside the Contact text box. and select one option:
○ Select another contact from this Record. Select an additional contact on the current contact record.
○ Look up another contact. Opens the Contact Search Center to search for a contact.
○ Create a new contact. Opens the New Company and Contact dialog box to create a new contact.
4. Type any notes about the occasion in the Notes field.
5. If the occasion is assigned to another user, select from the User drop-down list.
6. Select a category, such as birthday, in the Category drop-down list.
7. In the Options area, configure:
○ Code. Select the code in the F2 Lookup list.
○ Color. Select the calendar display color for the occasion in the drop-down list.
○ Mark as Private. Select to keep others from seeing the occasion on the Pending tab.
○ Link to Contact. Select to link the occasion to the contact record and display on the Pending tab.
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8. Click the Date Span tab.
9. In the When area, select the starting Date from the F2 graphical calendar and type or select the number of
days in the Duration: x day(s) field.
10. To place an alarm on the occasion, select Before: x day(s) and type or select the number of days.
11. In the Occurs area, select the frequency of the occasion in the Every: x year(s) field and select one of the
following:
12. By Specific Date. Select the month and day in the drop-down lists.
13. By Day of the Week. Select the week of the month, day of the week, and month in the drop-down lists.
14. Click OK to close the window and add the occasion to the calendar.
Occasions are linked to contacts but not displayed on the contact record until an activity is scheduled from the
GoldMine Occasion Alarm dialog box appearing at the time specified on the Date Span tab.
For more information about removing occasions, see Deleting an Occasion.
Deleting an Occasion
1. Click the Day or Week tab at the bottom of the Calendar.
2. Right-click the Occasions name in the Occasions area and then select Delete from the menu,
TIP: You can also remove an Occasion by opening the Contact Details (Edit > Record Properties >
Contact Details) and then clicking the Delete button on the Occasions tab.
3. Click Yes to delete the Occasion or No to cancel.
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Free/Busy Configuration
■
Configure Free/Busy Options
■
Configuring Free/Busy URLs
Configure Free/Busy Options
Configure the free/busy options to determine what displays on the Free/Busy tab of the Schedule an activity dialog
box.
1. Click Options on the Schedule an activity Free/Busy tab. The Options dialog box appears.
2. In the Scan Activities area, select the type of activities to display as busy in the busy time pane:
○ Appointments
○ Call backs
○ Next actions
○ Other actions
○ Events
○ Holidays
3. In the Display Options area, select what displays in the busy time pane:
○ Show User(s)/Resource(s): Free and busy times for the Users and Resources selected on their respective
tabs.
○ Show Contacts: Linked contact's free and busy times.
○ Show 24h day(s): Time from 12 A.M. to midnight. If not selected, the default display is 6 A.M. to 9 P.M.
4. Select User work day hours for the busy time to scan work day hours when looking for a mutually compatible
time for an activity.
5. Select Save as default to save the settings as your default display.
Configuring Free/Busy URLs
If contacts publish their free/busy time, use this dialog box to link GoldMine to the URL the contact provides. This lets
GoldMine scan the contact’s published schedule and helps schedule activities with the contact more efficiently.
1. If the message Internet Free/Busy information is not available, click here for help appears on the contact's
schedule line, click the link and the Add Free/Busy URL dialog box opens.
2. In the Contact's Name text box, type the name.
3. Select the Contact's Free/Busy URL type in the drop-down list (file, ftp, or http).
NOTE: If accessing a contact's free/busy time on an http location, you must configure the Internet
Information Services to accept .ifb.
4. In the text box following the file type, type or browse to the URL and then click OK.
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Sharing Free/Busy Times
Scheduling becomes efficient when you and your contacts share free/busy times. As a GoldMine user you can publish
your free/busy time in an iCalendar recognized format, making it available to non-GoldMine users for easy
scheduling and to save time when proposing and counter-proposing meeting times between participants.
GoldMine users can view a contact’s published free/busy time in the GoldMine calendar when scheduling an activity.
GoldMine's ability to publish and to read calendar data also provides efficient collaboration with non-GoldMine
users.
Shared Free/Busy Times Example
The following table displays some scenarios where you can use the various options to improve your ability to work
with outside contacts, and with users who might not have immediate access to GoldMine:
Action
Configuring user
free/busy settings
Initializing user
free/busy publishing
GoldMine
Tools > Options > Calendar > More
Options > Free/Busy (.ifb)
Automatically:
After the Free/Busy tab is configured,
GoldMine begins publishing based on a
specified time.
Manually:
Web > Publish Calendar > Publish
Free/Busy Times.
Select contact record and then Edit >
Reading a contact's
Record Properties > Contact Details >
published free/busy time
Free/Busy tab (.ifb)
Scheduling based on
free/busy times
Select Schedule > Select activity and
configure Detail, Resources, and
Free/Busy. Click Options and select Show
Contacts.
Outlook
Tools > Options > Calendar Options
> Free/Busy Options (.vfb)
See the Outlook online Help for more
detailed information.
Automatically: After the Free/Busy
Options are configured, Outlook
begins publishing based on a specified
time.
Select Contact and click the Details
tab. Complete the Internet Free-Busy
Address.
In Calendar, select Actions > Select
activity. Select Attendee Availability
> Invite Others. Select contact with
published free/busy information.
Add to the Details tab of your Contact
Distributing your
free/busy URL to others
GoldMine User's Guide
Copy and paste the URL into an e-mail
message to send to a contact.
record and save as vCard (.vcf).
When you send a vCard with your
signature, the free/busy URL is
included.
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Scheduling Based on Contact’s Free/Busy Times
NOTE: For this scenario, the contact publishes her free/busy time and provides you with the published
location.
1. Configure the contact's free/busy settings.
2. With the contact active in GoldMine, select Schedule > Appointment. The Schedule an Appointment dialog
box opens.
3. Configure the Detail tab. Select a date, time, and duration.
4. Configure the Resource tab. Selected resources display on the Free/Busy tab.
5. Configure the Free/Busy tab. Click Options and select the Show Contact(s) Display Option to display the
contact’s free/busy time on the Free/Busy tab.
6. Change the Scan Dates and use Find Time to easily locate a compatible time for both parties without timeconsuming phone calls, meeting requests, or e-mail messages.
Distributing Your Free/Busy URL to others
1. Copy and paste the URL into an e-mail message to send to a contact.
2. Add to the Details tab of your Contact record and save as vCard (.vcf). When you send a vCard with your
signature, the free/busy URL is included
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Setting Free/Busy Times
For GoldMine to read a contact's published free/busy times, you must configure the contact's Contact Details to
access the file. After setting the path, you should see the contact's free/busy times when using the Free/Busy tab
while scheduling an activity.
Use the following procedure to set free/busy times.
1. With the contact record active in GoldMine, select Edit > Record Properties > Contact Details.
2. At the Contact Details dialog box, select the Free/Busy tab.
3. In the Contact's name drop-down list, leave the primary contact name or select an additional contact's name.
4. In the Free/Busy URL drop-down list, select file, ftp, or http. In the text box type or browse to the location
where the file is published. If you select ftp, type the Username and Password in the text boxes.
The configured URLs appear in the Contact pane.
5. To add a new contact to the Contact list, click New and complete the various drop-down boxes and text boxes
as needed.
6. To remove a URL from the pane, select the contact and click Delete.
7. Click OK to close and save the URL.
If accessing a contact's free/busy time on an http location, you must configure the Internet Information
Services to accept .ifb. For more information, Configuring IIS to Access .ifb File Types.
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Using Free/Busy Times (.ifb)
You are working closely with a contact on an ongoing basis and need to stop the time-consuming process of sending
e-mails back and forth when trying to schedule calls or appointments with each other. The contact uses Outlook to
manage his time and publishes his free/busy time to his Web site so he can access it when he is out of the office. The
contact indicated he would like to know your free/busy times as well and asks you where you publish them.
You configure GoldMine and the contact configures Outlook so you can quickly evaluate each others available time
when scheduling activities with each other.
■
Your contact publishes his Outlook free/busy time to a file, ftp, or http location.
■
You publish your GoldMine free/busy time to a file, ftp, or http location.
■
Your contact configures his entry for you in his Outlook Contacts to access the URL location to which you publish
your GoldMine free/busy time.
■
You configure the Record Properties free/busy time to access the URL location to which your contact publishes his
free/busy time.
Configuring IIS to Access .ifb File Types
When accessing a contact's free/busy times on an http location, configure your Internet Information Services (IIS) to
access .ifb file types.
1.
2.
3.
4.
5.
6.
7.
Launch your system Administrative Tools and select Internet Information Services.
Right-click Web Sites in the tree pane and select Properties.
At the Web Sites Properties dialog box, select the HTTP Headers tab and click File Types.
At the File Types dialog box, click New Type.
At the File Type dialog box, at the Associated Extension field, type ifb.
In the Content Type (MIME) text box, type text/calendar.
Click OK on each dialog box to save and close.
Scheduling from Meeting Requests
The GoldMine Meeting Request option e-mails meeting request to GoldMine, Outlook, and other iCalendar-enabled
applications.
You can:
■
Be the meeting organizer or the recipient of the e-mail meeting request. Schedule an activity from a Meeting
Request received in your e-mail from a contact, whether the sender created the activity in GoldMine or
another iCalendar-enabled contact management application.
■
Retrieve the meeting notice as you would in other Internet e-mail. After retrieving the notice, if you accept,
GoldMine records the activity in your Calendar.
■
GoldMine decrypts the winmail.dat meeting requests created by Outlook and displays them to users, making it
easier to work with Outlook-generated meeting requests.
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When retrieving e-mail messages from GoldMine’s E-mail Center, the incoming messages use a format similar to the
following:
Scheduling Activities Based on Available Times
When scheduling a meeting for multiple participants, determine a time when all participants are available. You must
specify attendees and resources before GoldMine can scan the participants’ Calendars to determine their
availability.
NOTE: All potential attendees must maintain their daily schedules in GoldMine and the contact's free/busy
times must be configured in GoldMine. After selecting the meeting time, GoldMine schedules the meeting
and informs participants
1. In the Schedule an activity dialog box, click the Free/Busy tab.
The busy time pane displays availability of selected users, resources, and the contact.
2. Click Options to specify what types of appointments are scanned and your display options.
3. If you selected Show Contacts, the contact adds to the display. If the Internet free/busy information is not
configured or the contact does not publish his or her free/busy information, the contact's busy time displays the
message: Internet Free/Busy information is not available, click here for help. Use the Add Free/Busy URL dialog
box to can add the URL where the contact's free/busy time is published. The URL you add in the dialog box is
added to the contact's Edit > Record Properties > Contact Details > Free/Busy tab.
4. The Scan Settings area initially displays a Start Date, End Date, and Duration. The values in these fields default
to the values specified on the Detail tab. To expand the busy time display, select new beginning and ending
dates using the F2 graphical calendar and click Refresh.
5. If you have not scheduled the activity for a time compatible with all attendees, configure the Scan Settings and
then locate a suitable time. In the Scan Settings area, configure:
○ Proposed date. Select the new proposed date from the F2 graphical calendar.
○ Time. Select the new proposed starting time for the activity from the F2 graphical clock.
○ Duration. Shorten or lengthen the activity duration. Shortening the time might make it easier to find a
mutually compatible meeting time.
○ Refresh. If you select Refresh Only, the date and time update. If you select Reset and Refresh, select an
End date for the period of time to be scanned.
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6. If you are looking for a compatible time and use the Find Time scan option, select dates and the activity
duration and click Find Time. Scan Settings changes to display the date being scanned and the time. GoldMine
scans for a time based on the duration of the activity. The Duration defaults to the duration specified on the
Detail tab but can be modified on the Free/Busy tab in order to successfully schedule an activity.
7. Select another tab or click Schedule to add the activity to the calendar.
Creating Meeting Requests
As the organizer of an activity, you can send a meeting request for the activity to a user or contact who has
iCalendar enabled.
Use the following procedure to create a meeting request.
1. Select Schedule > <an activity> from the menu.
2. At theSchedule an activity dialog box, complete the Details tab with the appropriate information.
3. On the Details tab, select Send a Request with the <activity> to. and then select an option from the dropdown list.
4. On the Users tab, select the GoldMine users or group to include in the activity.
5. On the Resources tab, select the resource(s) to schedule with the activity.
6. On the Free/Busy tab, review the schedules of other attendees and set the scan settings to find scheduling
conflicts.
7. On the Recurring tab, specify the date and time range and occurrence pattern.
8. On the Series tab, schedule the activity at the same time for all selected contacts or a series of activities with
different time for different contacts.
Outlook is unable to resolve the Skip Weekends option in GoldMine. If you are sending a recurring meeting
request to Outlook users, do not select skip weekends in GoldMine.
9. After configuring scheduling options, click Schedule.
A meeting request is sent to all participants.
NOTE: If the meeting request originated in Outlook, additional Contacts or Users cannot be added to the
meeting request until the after confirming the meeting and then clicking the Schedule button. After the
meeting has been scheduled, you can edit the Meeting request.
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Responding to Meeting Requests
You can respond to a meeting request in your e-mail you can respond several ways.
Use the following procedure to respond to a meeting request.
1. In your GoldMine E-mail Center, double-click to display the message in a window.
2. From the e-mail header, select one option:
○ Accept. Accepts the meeting date and time and creates the activity in your calendar. Displays the Meeting
Request Reply dialog box.
○ Tentative. Tentatively accepts the date and time. Displays the Meeting Request Reply dialog box.
○ Decline. Declines the meeting. Displays the Meeting Request Reply dialog box.
When the Meeting Request Reply dialog box appears, select Send reply, Edit reply before sending, or Don't
send reply.
○ Propose new time. Sends a counter-proposal to the meeting organizer. Displays the activity editing dialog
box where you change the date and time of the meeting, then send an updated Meeting Request to the
contact.
○ View Calendar. Displays your calendar for the date of the received meeting notice so you can check your
schedule before accepting. If you accept, the new activity appears in your Calendar.
GoldMine updates according to the option selected.
Sharing Calendar Information
GoldMine enables several calendaring options including sharing your free/busy times or publishing your entire
calendar as well as accessing a contact's shared calendar.
NOTE: Users with limited access to others user calendars might not see other users’ forecasts.
Use the following procedures to share GoldMine User calendars
■
Publishing Your Calendar as .ics and .htm
■
Publishing Your Free/Busy Time as a .ifb File
■
Exporting Your Calendar as .ics
■
Accessing Shared Calendars
■
Configuring Calendar Publishing in the Server Agents Administrator
Publishing Your Calendar as .ics and .htm
1.
2.
3.
4.
5.
Select Tools > Options. Select the Calendar tab.
click More Options and select the Publishing tab.
To automate with Server Agents select Tools > Services > Manage Server Agents.
Select the Calendar Publishing tab and adjust settings.
To manually publish, select Web > Publish Calendar > Publish Calendar(s).
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Publishing Your Free/Busy Time as a .ifb File
1. Select Tools > Options. Select the Calendar tab.
2. Click More Options and then select the Free/Busy tab.
3. To manually publish, select Web > Publish Calendar > Publish Free/Busy Times;
NOTE: .ifb is a standard iCalendar extension.
Exporting Your Calendar as .ics
1.
2.
3.
4.
5.
6.
7.
Select File > Import/Export > Export to an iCalendar File to open the Export to an iCalendar File dialog box.
Select the activities based on contacts or users from the drop-down list.
Select to use either the Current contact record or the Filters/Group option, which enables the drop-down list.
The User(s) selection option enables the list below allowing you to select all users or specific users.
Select the types of activities to export by checking the desired Activity Type.
Enter a Date range for the calendar export.
Click the Export button.
8. Browse to the location you want to save the .ics file and click the Save button.
Accessing Shared Calendars
■
To read a contact's published .ifb, select Edit > Record Properties > Contact Details and the click the
Free/Busy tab. See Setting Free/Busy Times .
■
To use the Contact's published .ifb in the Schedule an activity dialog box, select Schedule > activity and the click
the Free/Busy tab. See the GoldMine Administrator’s Guide.
■
To importing a contact's .isc and link to a GoldMine contact record (iCalendar), select File > Import/Export >
Import from an iCalendar File. See the GoldMine Administrator’s Guide
Configuring Calendar Publishing in the Server Agents
Administrator
Use the Server Agents Administrator to publish your calendar on the days and times specified. Use the Server
Agents to publish your calendar information to the Web as HTML or in an iCalendar format. You must configure the
Publishing tab in your Calendar Options dialog box.
1. Select Tools>>Services>>Manage Server Agents. The Server Agents Administrator dialog box appears.
2. Click the Calendar Publishing 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 week days the agent will be active.
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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, configuring the
Server Agent to run after regular business hours keeps other processes running smoothly.
7. Click OK.
NOTE: You must start the Server Agents to begin processing.
Publishing Calendar Information
In addition to publishing your calendar using the Server Agents, publish it on-demand using the Web menu.
Publishing your calendar as iCalendar or HTML provides your schedule information to customers you work with or to
non-GoldMine users. This is another part of shared calendar information options offered in GoldMine.
Using GoldMine, configure and publish in an iCalendar format (.ics), an html format (.htm, .html), and free/busy
times (.ifb) by configuring the GoldMine settings.
Publishing Free/Busy Times
Publish your free/busy times to a network, ftp, or html location. The publishing parameters are set in the calendar
preferences: Tools > Options > Calendar(tab) > More Options > Free/Busy(tab)
1. Select Web > Publish Calendar > Publish Free/Busy Times.
2. At the Free/Busy Publishing Settings dialog box, review the settings in the text box.
To alter the settings, click Edit Options. The Calendar Options Free/Busy tab appears. Make changes and click
OK.
3. Click OK on the Free/Busy Publishing Settings dialog box and your schedule publishes to the .ifb file specified
on the Free/Busy tab.
Calendar Options Dialog Box, Free/Busy Tab
Configure your free/busy times for with those working outside of GoldMine.
1. Select Tools > Options > Calendar. Click More Options.
2. At the Calendar Options dialog box, select the Free/Busy tab.
3. To turn on the busy publishing options, select Publish Busy Time and configure the following options.
For the Filename, select the location type where you are publishing your calendar information:
○ file://
○ ftp://
○ http://
4. In the text box following Filename, select the file location or type the ftp or http path.
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Your path should conclude with the file name and the .ics extension for iCalendar and .htm or .html for the
Web publishing. For example, www.myICSwebsite.com/calendars/MyCal.ics or
www.myCALwebsite.com/calendars/MyCal.htm.
NOTE: Username and Password are active only if you are posting to an ftp location.
5. In the Date Range area, select the predefined date range in the drop-down list.
Use the graphical calendars to select the From and To dates to publish.
6.
7.
8.
9.
Specify the update Frequency in day(s), hour(s), or minute(s).
Select the Activity Types to publish as busy.
Select another tab or click OK.
After configuration, your free/busy information publishes to the designated location and on the specified
schedule. Manually publish your Free/Busy time to the specified location by selecting Tools > Publish Calendars
> Publish Free/Busy Times.
Calendar Options Dialog Box, Publishing Tab
Use the Publishing tab to configure iCalendar and Web publishing options for your calendar.
NOTE: Configure and automatically publish you calendar using the Server Agents Administrator.
Alternatively, manually publish calendar information using Tools > Import/Export Wizard > Publish
Calendar.
1. Select Tools > Options > Calendar. Click More Options. The Calendar Options dialog box appears. Select the
Publishing tab.
2. To activate iCalendar publishing options, select Publish the Calendar as an iCalendar file or to turn on the Web
publishing options, select Publish the calendar as a Web (HTML) Page, and configure the following options.
○ For the Filename, select the location type where you are publishing your calendar information:
- file://
- ftp://
- http://
○ In the text box following the Filename, select the file location or type the ftp or http path. Your path should
conclude with the file name and the .ics extension for iCalendar and .htm or .html for Web publishing.
For example, www.myICSwebsite.com/calendars/MyCal.ics or
www.myCALwebsite.com/calendars/MyCal.htm.
NOTE: Username and Password are active only if you are posting to an ftp location.
3. To configure data that is published, click Options. The Publishing Options dialog box opens.
4. Use the Server Agents to publish your calendar on a regular schedule.
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Managing Resources
Resources are diverse items such as meeting rooms, equipment, or company cars. They can be scheduled and
tracked in the calendar.
TIP: When scheduling an activity, you can also schedule resources (see Scheduling Activities with
Resources).
■
Auto-Updating Resources
■
Using the Resource’s Master File
■
Creating Resources
■
Viewing the Resources Schedule
Auto-Updating Resources
Auto-updating of resources quickly completes or deletes scheduled resources based on your selection criteria.
1. In the Resources Activity List dialog box select Auto-Update. The Auto-Update Resources dialog box appears.
○ Complete ALL of the Activities currently displayed: Completes the scheduled resources and updates with
the specified result and success.
○ Complete selected Activities Only: Completes the scheduled resources selected in the Resource Schedule
dialog box based on the specified date range and updates with the specified result and success.
○ Delete ALL of the Activities currently displayed: Deletes the scheduled resources in the Resource Schedule
dialog box.
○ Delete selected Activities Only: Deletes the scheduled resources selected in the Resource Schedule dialog
box based on the specified date range.
When completing scheduled resources:
a. Specify a result code and success level for completed resource activities.
b. Type a result code in the Result text box.
c. Select Successful or Unsuccessful in the Success drop-down list.
2. If you selected Complete or Delete selected Activities Only, select Date range and select From and To dates
using the F2 graphical calendar.
3. Click OK.
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Using the Resource’s Master File
To fully use GoldMine’s resource scheduling features, enter a resource record for all items in your organization that
two or more users may use at the same time. Commonly requested resources include conference rooms, projectors,
demonstration products, and company vehicles.
1. Select Tools > Configure > Company Resources. The Resources’ Master File appears.
○ Name: Displays the abbreviated name for the resource such as OVERHEAD or MEETROOM. This is the name
used when scheduling the resource. Can be any unique alphanumeric sequence up to eight characters in
length. No 2 resources can have the same Name.
○ Code: Displays the alphanumeric identification to use for purposes such as the resource location, serial
number, or other relevant information. This field is primarily used to group resources together.
○ Description: Provides a description of the resource such as Bell and Howell 35mm Film Projector.
○ Custodian: Displays the name of the user responsible for the resource.
2. Click New or Edit to add a resource or edit information about the resource. The Resource Profile dialog box
appears.
3. Click Delete to remove resources.
4. Click View Schedule to show current reservations for the resources. The Resources) Activity List dialog box
appears.
5. Click Close to save changes and close the dialog box.
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.
The Resource Name is limited to eight characters.
4. Type or select the Code.
The Code can be customized and is a good way to group resources by type or location.
5. Select the Custodian (Person responsible for booking a resource) from the drop-down list, or leave as (public).
6. Click OK.
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Viewing the Resources Schedule
To ensure the availability of equipment, facilities, or other resources, check when a resource is already reserved.
1. Select Tools > Configure > Company Resources. The Resources' Master File appears.
2. Select View Schedule. The Resource(s) Activity List dialog box appears.
○ Date: Date of the scheduled activity the resource is reserved for.
○ Time: Time of the scheduled activity the resource is reserved for.
○ Dur: Duration of the scheduled activity the resource is reserved for.
○ Contact: Name of the person who is the target of the activity; for example, the contact with whom a
meeting is scheduled requiring the resource.
○ Code: Job code or other identifier that categorizes the activity the resource is reserved for.
○ Reference: Descriptive information regarding the activity the resource is reserved for.
3. Use the following buttons to manage the resources in the Resource Schedule dialog box:
○ Complete: Displays the Complete dialog box where you enter information to complete the activity.
○ Delete: Deletes the scheduled activity. Selecting this option does not delete the resource.
○ Edit: Displays the [Activity] dialog box, such as Appointment, where you edit basic information for the
scheduled activity.
○ Auto-Update: Displays the Auto-Update Resources dialog box.
4. Alternatively, right-click and select an option from the local menu:
○ Complete: Displays the Complete dialog box.
○ Auto-Update: Displays the Auto-Update Resources dialog box.
○ Find: Displays the Find dialog box.
○ Output to: Output the schedule to the printer, Word, Excel, or the clipboard.
○ Delete: Deletes the selected scheduled resource.
○ Edit: Opens the scheduled activity for editing.
5. Click Close to exit the dialog box.
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Contact Communication
You can use GoldMine to print and fax correspondence, send e-mail, send pages, and distribute literature.
GoldMine integrates the functionality of your word processor and e-mail software to communicate with contacts
and coworkers.
■
E-mail. Send, retrieve, and manage Internet e-mail. Individuals within an organization can use GoldMine e-mail,
providing the same features as Internet e-mail, but not requiring an online connection.
■
Printing and Faxing Correspondence. GoldMine works with Microsoft Word to merge contact information
from GoldMine into templates, generating personalized correspondence. GoldMine’s Document
Management Center provides a central location to access and manage correspondence.
■
Distributing Literature.Organizations can manage requests for printed material, such as brochures and price
lists, using GoldMine’s Literature Fulfillment Center.
■
Paging. Send a pager message by dialing or sending e-mail.
Select from the following topics to learn more about using the communicating with contacts in GoldMine.
■
About the Document Center
■
Faxing Correspondence
■
Faxing Your Default Fax Sheet
■
Printing Documents
■
Using Mail Merge Properties for Printing
■
Using the E-mail Center
■
Using Encryption and Digital IDs
■
About the Literature Fulfillment Center
■
About Telemarketing Scripts
■
Making and Answering Calls with SoftPhone
■
About Personal Contacts
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About the Document Center
The Document Management Center helps you manage document templates. It contains a lists of templates for emails, memos and faxes and other documents you might use in communicating with a contact.
Select the User from the drop-down list. Expand the Templates tree to locate the desired template, and then select
the template to view the details in the panel to the right of the tree.
TIP: To preview the template, check the Show preview for documents box below the details
panel of the selected template.
Use the Document Management Center's merge form capability to generate letters, memos, and e-mails. GoldMine
lets you print a letter for one contact or a group of contacts, print labels and envelopes, and fax documents if your
word processor supports facsimile transmission).
The Document Management Center works with GoldMine Plus for Microsoft Word.
Use the Document Management Center for the Following:
■
Create Document Templates (To Create a New Document Template)
■
Create E-mail Templates (Creating E-mail Templates)
■
Clone Document Templates (To Clone an Existing Document Template)
■
Clone E-mail Templates (To Clone an Existing E-mail Template)
■
Edit Document Templates (Editing Document Templates)
■
Edit E-mail Templates (To Edit an E-mail Template)
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■
Mail Merge Documents Using Mail Merge Properties for Printing)
■
Mail Merge E-mail Messages (Using the Mail Merge Properties for E-mailing)
■
Print Documents (Printing Documents from the GoldMine Document Center)
■
Send E-mail Messages (Creating and Sending E-mail)
■
Add Subfolders (see Adding Subfolders to the Document Management Center)
TIP: For information about document template defaults, refer to "Setting Default File Name and
Folder Location for Templates" in the GoldMine Administrator Guide PDF.
Creating Document Templates
GoldMine installs predefined templates but you can create your own templates as well.
A template is a document created in an application, such as Microsoft Word, that links to GoldMine and contains
embedded DDE link fields. The DDE fields link contact information to the document; merging to one or more
contacts with the template produces a printable document.
There are two ways to create templates:
■
With GoldMine Plus installed
■
Without GoldMine Plus installed
In both cases you can create new templates. The most common options for creating a document are using WordPad
and Microsoft Word with GoldMine Plus for Microsoft Office installed.
NOTE: When manually editing or creating a GoldMine field link in Microsoft Word, you must specify only one
formatting system, otherwise the formatting will be ignored in the resulting field set. It is recommended
instead that you use IIF (inline if, or a ternary operation statement) to accomplish your formatting goals.
Refer to the Microsoft Word documentation for more information on IIF statements.
There are two methods you can use to create a document template:
■
To Create a New Document Template
■
To Clone an Existing Document Template
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To Create a New Document Template
1. Select Go To > Document Templates.
2. At the Document Management Center, select the User from the drop-down list.
3. Right-click on Document Templates and select New.
The Document Template Properties dialog box appears.
4. At the Document Name field, type in the document name you want to appear in the Document Management
Center and in the template drop-down list on the Merge Form dialog box.
5. At the Document User drop-down box, select the owning user.
6. At the Template Filename text box, type or browse to the location of the template.
7. Click Edit to open the document and make changes.
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8. In the Document Management area, click on the appropriate checkbox as needed:
○ Save in Links Tab when merging for a single contact. Creates a linked document when the document is
merged.
○ Create History when merging. Creates a history record when this template is merged.
9. In the Document Type area, select a document type and then click OK.
The following Alert Message appears.
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10. If you have a Filter/Group defined and are ready to do the merge now, click OK.
The Mail Merge Template dialog box opens.
11. At the Document Type field, select a document type for a mail merge.
At the User field, select and user and, if it does not already appear, at the Template field select the template
for the mail merge,
12. Click OK.
The actual merge occurs after you click OK. The settings of this merge will be defined after filling the
information on Recipient tab, where you can select a current contact (filter/group) and delivery method
(printer/fax) or queue for day(s).
So, if the default settings are selected, the template will be printed with the current contact information.
To Clone an Existing Document Template
You can create additional templates by first making a copy of an existing template (a public template or another
user's template), and saving it as your own. You can then edit the template to suit your needs.
1. Select Go To > Document Templates.
2. At the Document Management Center, select the User from the drop-down list whose template you are
cloning.
3. Right-click on the template name and select Clone. The Document Template Properties dialog box appears.
4. Enter and Document Name and select the Document User.
5. Select the location to save the template.
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6. Click the Edit button to open the associated editor and modify the template.
NOTE: Be sure to save the file after completing your edits and closing the editor.
7. Select from the options for the Document Management methods and the Document Type (see To Create a
New Document Template for options).
8. Click OK. The Edit E-mail window appears
Adding Subfolders to the Document Management Center
Sub-folders can be created to help organize and segregate templates. You can create sub-folders based on the main
folder (such as Document Templates) or sub-folders can be placed below other sub-folders. (such as Document
Templates > Defaults > Follow-Ups).
1. Select Go To > Document Templates.
2. At the Document Management Center, select the User from the drop-down list whose template you are
cloning.
3. In the left pane, right-click on the main folder to which you want to add a subfolder, and then select New Subfolder from the context menu.
4. Enter the name of the subfolder and then press the E N T E R key, or click anywhere outside the folder.
NOTE: New sub-folders area added below the main folder in alphabetical order.
TIP: You can rename any sub-folder you created by right-clicking the folder and selecting Rename
Sub-folder. Default folders cannot be renamed.
Creating Document Templates with GoldMine Plus
Installed
When GoldMine Plus is installed, you can create Document templates by creating a new template, or modifying an
existing one, in Word and then saving the file as a GoldMine template. After creating and adding the template to
GoldMine, you can change the properties of the template within GoldMine.
To Create a Template with GoldMine Plus Installed
1.
2.
3.
4.
Open Microsoft Word (with GoldMine Plus installed).
Create your template by adding text and GoldMine fields.
Select GoldMine and then select Save as GoldMine Template from the menu.
In the Summary Info dialog box, enter a Title (required) and any other desired information.
The Title is the name that will be used for the template name within GoldMine.
5. Click OK to open the Save As dialog box.
6. By default, the File name field is auto-filled with the name entered for the Title.
7. Change the Save as type to Word Template and then click Save to save the template.
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8.
9.
10.
11.
Open GoldMine and select Go To > Document Templates from the menu.
Select the User name of currently logged in user.
Right-click on the document template folder and select Refresh All from the context menu.
Expand the Letters, Memos and Faxes branch.
The document (template) created in Microsoft Word now appears in the list of templates.
To Change Properties of the Template
1. Open the Go To menu and select Document Templates.
2. At the Document Management Center, select the user from the User drop-down list.
3. Locate the desired template and then right-click on the template and select Properties from the menu.
The Document Template Properties dialog appears.
4. At the Document Name field, type in the document name that you want to appear in both the Document
Management Center and in the template drop-down list on the Merge Form dialog box.
5. At the Document User drop-down box, select the User under which the template will be listed.
6. In the Document Management area, select the desired options as needed:
○ Save in Links Tab when merging for a single contact creates a linked document when the document is
merged.
○ Create History when merging creates a history record when this template is merged.
7. In the Document Type area, select a document type and then click OK.
An Alert Message appears.
8. Click OK to the mail merge now, or click Cancel to abort the merge.
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Editing Document Templates
You can edit document templates using the application you used to create the template. In the following procedure,
Microsoft Word is used as an example.
To Edit a Template
NOTE: The following example uses Microsoft Word.
1. Select Go To > Document Templates.
The Document Management Center opens.
2. At the User dropdown box, select a user.
3. Right-click on a template name and select Properties.
The Document Template Properties dialog box appears.
4. Click Edit.
The document opens in the application used to create it, in this example the document opens in Word. Use your
Word functionality to add, delete, or edit the text.
5. To add GoldMine fields to the document using Word 2007/2010, select the GoldMine tab and then select a
field or field macro from one of the field type drop-down menus.
For example, &Contact is an example of the field macro format.
6. To save the edited template to the same file, select GoldMine > Update GoldMine Template.
7. To save the edited template as a new template, select GoldMine > Save as GoldMine Form.
8. At the Title field type in a new title and then click OK.
Updating Templates
You can update a template to do the following tasks:
■
Use templates created with previous versions of GoldMine (5.5 or earlier)
■
Change a template to maintain by the original file name.
To Update a Template
1. Select Go To > Document Templates. The Document Management Center opens.
2. At the Document Management Center, right-click the template you want to update and then select
Properties.
The Document Template Properties dialog box opens.
3. To work with the template’s layout, select Edit.
GoldMine starts the linked target application.
4. Work in the target application to make changes and update the template. For example, if you are working in
Microsoft Word, use the commands on the GoldMine menu to add or change text and merge fields.
5. Select GoldMine > Update GoldMine Template.
Microsoft Word overwrites the previous file with the modified file.
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Faxing Correspondence
You can fax correspondence from GoldMine if you install one of these applications:
■
Symantec WinFax PRO 7.01 or later. Check the version of WinFax PRO by selecting the WinFax main menu
command Help > About. To use Symantec WinFax PRO, you must have Microsoft Word version 7.0 or later
installed with the WinFax PRO printer driver.
■
RightFax. a network faxing system. To use RightFax, you must install a printer driver in Windows named RightFax
configured to print to the RightFax server.
■
Zetafax 7.5 or later.
Third-party add-on OmniRush provides an integrated fax support solution. For details, visit
http://www.ivanti.com/ or the Z-Firm LLC Web site at www.zfirmllc.com.
To Fax Correspondence from the GoldMine Document Center
1. Select Go To > Document Templates.
2. At the Document Management Center, right-click on Fax, Fax Cover Sheet > Fax.
The Mail Merge Properties dialog box opens.
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3. At the Contact Selection area, select the contact or contacts you want the fax to reach by clicking on the
appropriate radio button.
○ This Contact. Merges the fax with the primary contact from the active contact record or an additional
contact selected from the drop-down list.
○ All contacts linked to (contact name). Merges the fax with the primary and additional contacts for the
active contact.
○ All contacts in the following filter or group. Merges the fax with all contact records or with the filtered
group or contact group you select from the drop-down list.
4. If you select All contacts linked to (contact name) or All contacts in the following filter or group, you can
also select these options:
○ Primary. Merges the fax with the primary contact.
○ Additional. Merges the fax with the additional contacts.
○ Merge code. Merges the fax based on the code you select in the F2 Lookup list.
5. At the Delivery area, at the To box, select Fax, and at the Queue for x days box, select a number of days to
delay the printing or sending of the document. This option sets the fax to print at a selected number of days in
the future.
6. Click OK.
When the merge is complete, the results appear in the GoldMine Process Monitor window.
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Faxing Your Default Fax Sheet
When you use the Fax capability, GoldMine opens the application used to create the template such as Microsoft
Word, then displays the template with information merged from the contact’s record. You can also fax
correspondence using a default fax template.
To Fax Correspondence with a Default Fax Template
1. Select Go To > Document Templates.
The Document Management Center opens.
2. Open any contact record and then select Actions > Write fax to contact.
Printing Documents
■
Printing Documents from the GoldMine Document Center
■
Using Mail Merge Properties for Printing
■
Printing Envelopes and Labels
Printing Documents from the GoldMine Document Center
You can print documents for one contact or for a filtered group or group of contacts.
1. Select Go To > Document Templates.
The Document Management Center opens.
2. Select the User from the drop-down list.
3. Highlight the document template you are printing and right-click.
4. Select one of the following options:
○ Merge & Edit. Opens the document on the screen with the inserted GoldMine fields populated with
information for the current contact record. Edit the document as needed and print using the program's
print command. Due to a Microsoft limitation, the GoldMine menu in Microsoft Word is disabled during the
Merge & Edit process.
○ Print. Opens the Mail Merge Properties dialog box. See Using Mail Merge Properties for Printing. If you print
immediately, a record of what was sent to the contact is filed on the History tab.
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Using Mail Merge Properties for Printing
Use the following procedure when merging and Printing/Faxing documents.
1. In the Document Management Center, right-click a document template and select Print or Fax.
The Mail Merge Properties dialog box opens.
TIP: You can also access the Recipient tab by opening the Actions menu and selecting Begin Mail
Merge. The Mail Merge Properties dialog open. Select a template on the Template tab and then
click the Recipient tab.
2. In the Contact Selection area, select from the following:
This Contact. Merges the document with the primary contact from the active contact record, or select an
additional contact from the drop-down list.
All contacts linked to (contact name). Merges the document with the primary and additional contacts for the
active contact record.
All contacts in the following filter or group. Merges the document with ALL contact records or with the
filtered group or contact group selected from the drop-down list.
If you select All contacts linked to (contact name) or All contacts in the following filter or group, select from
the following:
○ Primary. Merges the document with the primary contact.
○ Additional. Merges the document with the additional contacts.
○ Merge code. Merges the document based on the code you select in the F2 Lookup list.
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3. In the Delivery area, select the To method from the drop-down list (Printer or FAX).
4. Type or select the Queue for x days to delay the printing or sending of the document.
This option sets the document to print at a selected number of days in the future using the Server Agents or the
Literature Fulfillment Center.
Printing a mail merge document for a contact produces a History item for that contact.
Printing Envelopes and Labels
Use the same method as for printing letters, memos, and faxes. Set up GoldMine to print envelopes or labels for
documents waiting in a print queue on the same date GoldMine generates the queued documents.
1. To check on queued correspondence in GoldMine’s Literature Fulfillment Center, select Go To > Literature.
2. To print envelopes or labels when queued documents are printed, select Go To > Literature.
3. Select the folder under Queued Documents corresponding to the date the queued correspondence is
scheduled to be sent. For example, if the letters are scheduled to be printed later in the current week, select
This Week.
4. In the upper-right area, right-click each queued document for which to print an envelope or label. From the
local menu, select Print Envelopes or Print Labels.
GoldMine displays the Print Envelopes dialog box or the Print Labels dialog box that contain the same
commands.
5. In the Print Envelopes dialog box, select the contacts for whom to print envelopes, then select the envelope
template to use. By default, GoldMine displays your templates. However, look in the User drop-down list and
select a (public) template or another user’s template.
Using the E-mail Center
Use GoldMine’s E-mail Center to view, organize, and send your queued Internet e-mails. Some of the settings seen
below can only be set by the Administrator or a user with Master rights.
Use the E-mail Center to:
■
Edit e-mail preferences (see Setting Options for the Email Tab in the GoldMine Administrator's Guide)
■
Create e-mails (see Creating and Sending E-mail)
■
Send e-mail messages (see Creating and Sending E-mail)
■
Retrieve e-mail messages (see Retrieving E-mail)
■
Link e-mail messages to contacts (see Linking E-mail Messages to Contacts)
■
Create and use e-mail templates (see Creating E-mail Templates)
■
Set e-mail rules (see Creating Email Rules in the GoldMine Administrator's Guide)
■
Create distribution lists (see Creating E-mail Distribution Lists)
TIP: If you subscribe to more than one Post Office Protocol version 3 (POP3) mail server, you can
set up the E-mail Center to retrieve mail from multiple Internet mail servers.
NOTE: If you are experiencing slow performance with contacts linked to many opportunities, you can adjust
the MaxRegardingListSize value in the gm.iniI file.
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E-mail Center Components
The E-mail Center contains the following components:
■
E-mail Center Toolbars. Allows quick access to E-mail Center functions.
■
E-mail Center tree. Allows you to connect to your mail server and organize incoming, outgoing, and filed
messages.
■
E-mail message listing browse window. Displays messages available in the in-box, out-box, or selected folder.
The default limit for messages that can be displayed at once is set at 2,500. You or your administrator can
implement a <USER>.ini file setting to override this limit (see Changing Settings in the INI File in GoldMine on
the GoldMine Administrator's Guide), but this is not recommended because of the negative side effects are
associated with this action, including:
○ Increased load on the database server and the network (the database server will have to read your records
from disk, and they will be sent over the network).
○ Increased time to load the list of e-mails in the E-mail Center list. During this time GoldMine might be
unresponsive.
○ Increased memory usage by GoldMine. You might have a slower response in the E-mail Center because it has
to process a large number of e-mails and use more memory.
■
Text display. Preview the body of a message selected in the listing browse window.
To turn the preview option on and off, right-click the E-mail Center tree and select Options > Show
Preview.
NOTE: Set Show Preview as the default in the [Internet] section of the Username.ini using this command:
ShowPreview=1.
General E-mail Toolbar
The General E-mail Center Toolbar contains buttons and menus for creating, sending, receiving, and filing e-mail
messages, setting up e-mail rules, templates, and distribution lists, and editing e-mail options. Buttons in the toolbar
will appear and disappear depending on the type of activity you are performing.
The General E-mail Center Toolbar differs depending on which folder is opened in E-mail Center assuming there are
letters in them.
■
If an online folder is opened then General E-mail Center Toolbar consists of:
New Message, Print, Refresh, Delete, Stop, Reply, Reply to all, Forward and Actions (which is a drop-down
button with the following functions: Get selected items, Get all Items, Set up E-mail rules, Customize E-mail
templates, Set up Distribution lists, Sync Contact, Show Preview, Edit E-mail Options)
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■
If an Inbox (or any sub-), Deleted or Filed subfolder is opened then General E-mail Center Toolbar consists of:
New Message, Print, Refresh, Delete, Reply, Reply to all, Forward, File it (with its options), Re-link/Unlink
and Actions (which is a drop-down button with the following functions: Mark as Read (Un-read), Set up Email rules, Customize E-mail templates, Set up Distribution lists, Sync Contact, Show Preview, Edit E-mail
Options)
■
If an Outbox or Drafts folder is opened then General E-mail Center Toolbar consists of:
New Message, Print, Refresh, Delete, Re-link/Unlink, Send, Send all, Re-Send, Re-Queue and Actions (which
is a drop-down button with the following functions: Set up E-mail rules, Customize E-mail templates, Set up
Distribution lists, Sync Contact, Show Preview, Edit E-mail Options)
■
If a Sent subfolder is opened then General E-mail Center Toolbar consists of:
New Message, Print, Refresh, Delete, Forward, File it (with its options) Re-link/Unlink, Re-Send, Re-Queue
and Actions (which is a drop-down button with the following functions: Set up E-mail rules, Customize Email templates, Set up Distribution lists, Sync Contact, Show Preview, Edit E-mail Options)
Depending on the action being performed, the following commands are available in the General Toolbar:
Command
Description
o New Message
Creates a new message in the Edit E-mail window, or create a new mail
subfolder.
o Re-link/Unlink
Links files to or unlink files from contacts.
o Print
Prints the currently selected message.
o Refresh
Refreshes the contents of the e-mail list.
o Delete
Deletes the currently selected message.
o Stop
Stops any current retrieval process.
o Set up E-mail Rules
Sets up E-mail rules.
o Customize E-mail
Templates
Creates and edits e-mail templates, in the Document Management Center.
o Set up Distribution Lists
Creates and edit Distribution Lists.
o Send
Sends the selected message.
o Send All
Send all outbox messages.
o Re-Send
Resends the selected message.
o Re-Queue
Opens the selected message in the Edit E-mail window and add to the queue in
the Outbox.
o Reply
Opens a reply to the sender using the Edit E-mail window.
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Command
Description
o Reply to All
Opens a reply to the sender and all recipients in the Edit E-mail window.
o Forward
Forwards the currently selected message to a new recipient.
o Mark as Read
Marks currently selected message as read.
Selects a filing method for the selected message from the drop-down menu
m File it. Opens the Complete and E-mail dialog boxes.
o File
m Fast File. Files the selected message in your Filed folder and in the linked
contact's History tab.
m File to. Saves the selected message directly to a filed folder or subfolder.
o Actions
Opens the list of actions such as E-mail, Message and so on.
The Edit E-mail Toolbar
The Edit E-mail Toolbar is present when the Edit E-mail window is active. It contains buttons and menus useful when
creating and editing e-mail messages.
Command
Description
Send th e selected message immediately.
Send
Queue the selected message in the Outbox
Queue
Save as draft
m Save as draft
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Save the selected message to the Drafts folder and close
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Command
Description
m Save as draft - continue editing
Save the selected message to the Drafts folder and leave open for
editing
Browse for files to attach to the selected message
Attach Files
Sign with Digital ID
Sign the e-mail message with a Digital ID
(see Sending Encrypted E-mail)
Encrypt Message
m Do Not Encrypt
Send messages without encryption
m Encrypt Using GoldMine
Send messages with GoldMine encryption
(see Sending Encrypted E-mail)
m Encrypt Using Digital ID
Send messages encrypted with Digital ID
(see Sending Encrypted E-mail)
Check Spelling
Spell check selected message
(see Spell-Checking E-mail)
Save the selected message as an HTML or text file
Save as file
Print the selected message
Print
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Command
Description
Cut selection to clipboard
Cut
Copy selection to clipboard
Copy
Paste contents from clipboard
Paste
Local Menus
Use the E-mail Center local menu (also called a shortcut menu) to access commands in the selected browse window,
tab, or pane.
1. Right-click in the window, tab, or pane you are working in.
2. Select the action from the menu.
Creating and Sending E-mail
Use the same Edit E-mail dialog box when creating an Internet e-mail message or a GoldMine e-mail message.
NOTE: Header information included in outgoing GoldMine e-mail sometimes triggers spam filters. GoldMine
administrators can resolve this by adding the following GM.INI entry that will override the X-Mailer ID:
[GoldMine]
XMailer=MyMailerID
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Use the following procedure to create an e-mail message.
1. Access the E-mail dialog box in one of the following ways:
○ Click the E-mail button
included on the Global Toolbar.
○ Select Actions > E-mail.
○ Select Actions > Send Outlook Message (see Outlook Mail)
○ Clicking the New Message button on the E-mail Center toolbar.
○ Replying to pending activities.
NOTE: When Action > Send Outlook message is used or Outlook compose window is opened by clicking on a
hyperlink inside of GoldMine, an email is linked to a contact only if a corresponding Auto-linking setting or a
manual linking feature of GoldMine Outlook Integration is used. For more information, see the GoldMine
Administrators Guide.
2. The From text box uses the logged in user's name and e-mail account. To change to a different e-mail account
for the logged in user, select the account in the drop-down list.
3. The To text box populates with the name and e-mail address of the current contact. To change to an
alternative name and e-mail address associated with the current contact, select the name from the drop- down
list.
4. To send the e-mail to additional recipients, in the Additional Recipients box, click the Cc drop-down menu and
select the from the following recipient types:
○ To: Adds recipients to the To list.
○ Cc: Sends copies to other recipients.
○ Bcc: Sends a blind copy to other recipients.
You can have any combination of recipients types within the Additional Recipients box.
NOTE: GoldMine only links e-mails to contacts on the To text box. Any other contacts (including those listed
in the Additional Recipients area) are NOT linked.
5. To assign a recipient, you can either click the line and enter the e-mail address manually, or click the Cc
drop-down menu and select Add to view the following recipient options:
○ Contact. Displays the Contact Search Center to locate a new contact.
○ User or Group displays the GoldMine User Recipient dialog box. Select a GoldMine user or user group.
○ Manual recipient displays the Manual Recipients Entry dialog box. Type a manual e-mail address.
○ Distribution list displays the Distribution List dialog box. Select a predefined distribution list.
○ Outlook (MAPI) recipient launches your local or network Outlook address book.
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6. Check the Link to <contact> option to link the e-mail message to the current contact and file the message in
the History tab when sent.
7. In the Subject text box, type a subject or select a template in the Subject drop-down list.
8. Type a message in the message text box.
○ To use HTML formatting in the message, click the Options tab and select Rich text (HTML).
○ To check your spelling, right-click and select Actions > Spell check from the context menu.
○ To add an e-mail attachment, click the Attachments icon (see To Add E-mail Attachments).
9. Click Send to send the message immediately or Queue to queue it for sending at the times defined in the
Server Agents Administrator.
To Add E-mail Attachments
Use the Edit E-mail dialog box to add one or more files as attachments to your e-mail message.
1.
2.
3.
4.
At the Edit E-mail dialog box, click the Attach files button.
Browse to the location of the file to attach.
Select the file and then click Open to attach the file. Repeat the procedure for each file to attach.
Click Send to immediately send the message, or Queue to queue it for sending at the times defined in the
Server Agents Administrator.
NOTE: If a file is edited after it has been sent as an attachment, the attached file reflects these changes,
even though the message is in the Sent folder.
To remove an attached file, select the file in the Attachments area, right-click and then select Remove from the
context menu.
Sending Encrypted E-mail
Protect e-mail messages with encryption. Messages encrypted with Encrypt using GoldMine can only be read by
GoldMine users with the correct password. Messages sent as Encrypt using Digital ID can only be sent using the
recipient's public key and can only be decrypted and read using the recipient's private key.
■
To Send E-mail Messages Encrypted Using GoldMine.
■
To Send E-mail Messages Encrypted Using Digital ID.
To automatically encrypt outgoing messages with digital IDs, configure your settings on the Security tab in your
Internet Preferences. Use the Encrypt Message toolbar button drop-down menu to select Do not Encrypt and send
a message without encryption.
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To Send E-mail Messages Encrypted Using GoldMine
You can protect e-mail messages with encryption. Messages encrypted with Encrypt using GoldMine can be read
only by other GoldMine users with the correct password. Use the following procedure to send an encrypted e-mail.
NOTE: Only users with the proper password and working in GoldMine can open the message.
1. On the toolbar, click the Encrypt Message
button. The Encryption Settings dialog box opens.
NOTE: if you are reading a message and want to encrypt it before sending it to other GoldMine users or filing
the message, automatically encrypt using GoldMine; otherwise, select Encrypt using GoldMine.
2.
3.
4.
5.
Select Encrypt the message.
In the Password field, type the password you are using on the message.
In the Encryption mode drop-down list, select the encryption level.
Click OK to save your settings.
To Send E-mail Messages Encrypted Using Digital ID
When you encrypt a message using a digital ID, you must have the contact/recipient's digital ID configured in the
Record Properties > Contact Details. Encrypting a message to a recipient with a digital ID encrypts the message
using the recipient's public key. When recipients receive the message, they decrypts it using his or her private key.
You can configure your Internet Security settings to automatically encrypt all outgoing messages with a Digital ID.
Use the following procedure to send an encrypted e-mail using digital ID.
1. Click the Encrypt Message drop-down arrow
button and select Encrypt using Digital ID. The outgoing
message will be sent encrypted.
2. If a Digital ID is not configured for the contact, a warning box states GoldMine cannot encrypt the message.
Click OK to return to the unsent message window.
3. Configure the contact's Digital ID or remove the encryption from the message by clicking the Encrypt Message
drop-down arrow and toggling the Encrypt using Digital ID option off.
To Send Digitally Signed E-mail
When digitally signing a message, you must have a digital ID configured in GoldMine. The digital signature contains
your private key and confirms for the recipient your From address matches the signature. Configure your Internet
Security settings to automatically sign all outgoing messages with your digital ID. For more information, see the
GoldMine Administrator’s Guide.
On the toolbar, click the Sign with Digital ID
button. Your digital signature is added to the outgoing message.
Signature Failure Reasons
■
The sender and signature do not match.
■
The digital signature is expired.
■
The Certificate Authority is not configured in GoldMine.
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Sending E-mail to Multiple Recipients
Use the Mail Merge tab on the Edit E-mail dialog box to send the e-mail to all contacts or to a filtered group of
contacts. Use the following procedure to send an e-mail to multiple recipients
1. At the Edit E-mail dialog box, click the Mail Merge
tab.
2. Select Merge this E-mail to a group of contacts to activate the mail merge options.
3. Select your filter or group in the drop-down list, or click on <Filters of:> or <Groups of:> to select other users
and use their filters or groups.
4. Select Confirm each recipient to display a confirmation prompt for each selected recipient.
5. Select merge options:
○ Primary. Merges primary contact information with the selected template.
○ Additional. Merges additional contacts with the selected template. GoldMine can mass merge both primary
and additional contacts into documents. This control is used to add or remove additional contacts from a
mass mailing.
○ Other. Merges other e-mail addresses linked to the primary contacts.
○ Limit to E-mail merge code. Merges primary and additional contacts with the specified merge codes. Select
the merge codes from the F2 Lookup list. To enter multiple merge codes, separate each entry with a semicolon (;).
6. Click Send to send the message immediately or Queue to queue it for sending at the times defined in the
Server Agents Administrator.
Configuring E-mail Options
Use the e-mail Options tab on the Edit E-mail dialog box to configure:
■
Properties of your message such as formatting the body text in Rich Text Format (.rft) and including a return
receipt.
■
Options for recording your message such as saving in the recipient’s History record and with an Opportunity or
Project.
■
Date and time to send a queued message.
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To Configure E-mail Options
1. At the E-mail Center, click New Message or double-click on an existing e-mail message.
2. At the E-mail Edit Center, click the Options button
The Options dialog box opens.
.
3. Select the following options as needed.
○ Rich text (HTML). Sends the e-mail message in HTML which provides more sophisticated formatting options
such as selected fonts and inserted .BMP files.
If your recipient’s system does not support HTML, unselect this check box to send the e-mail as plain ASCII
text.
To automatically create all e-mail messages in HTML, select Use HTML when creating new E-mail on the
Advanced tab of the Internet Preferences dialog box.
○ Wrap lines. When text is typed to the end of a line, GoldMine automatically places the next word at the
beginning of a new line. This feature adjusts lines to fit the window size so text wraps smoothly without
breaks in a window of any size. By default, GoldMine wraps text lines.
If you clear this option, GoldMine forces line wrap by placing a hard carriage return at the position entered
in Wrap quoted lines in replies at column [x] in the Composing tab of the Internet Preferences window.
○ Attach VCard. Attaches your VCard (.vcf file) to the message. A VCard contains basic contact information
similar to the entries made in your Personal tab or other information you enter outside of GoldMine. If the
receiving system has VCard capabilities, the system will decipher the.vcf file to import this information. If
the recipient uses GoldMine to retrieve e-mail, GoldMine can use your VCard information to create a
contact record if no existing contact record is detected.
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To Automatically Attach your VCard to All Outgoing E-mail Messages
a. Open the Tools menu and select Options.
b. On the <user> Options dialog box, click the E-mail tab and then click the More Options button.
c. On the E-Mail Option dialog box, click the Composing tab and check the Attach VCard to outgoing E-mail
option.
NOTE: The following fields are used in GoldMine when using address information for the VCard (.vcf file):
- Mailing Address = Address2 (suite/room number)
- Home Address Street = Address1 (street address only)
If the address requires both street address and suite/room number, include both of these in the Address1
field.
This information can also be accessed from the Registration tab in the GoldMine License Manager (Tools >
Configure > License Manager). For more information, see Updating Registration Information in the
GoldMine Administrator's Guide.
○ Request a return receipt. Returns an e-mail acknowledgment to the sender upon delivery of the e-mail
message if the receiving e-mail server supports the return-receipt feature.
- To link to a contact when sending the message to someone other than the primary contact, select the
additional contact in the drop-down list. This option is available when sending to GoldMine users.
- To add the message to an opportunity, project, or case linked to the contact, select them in the
Regarding drop-down.
- To add the message to an opportunity, project or case that is not linked to Contact yet, click New and
then select New Opportunity, New Case, or New Project. The New Opportunity, New Case or New
Project dialog box appears.
○ Private. For users retrieving the message using GoldMine, this option restricts viewing code, reference, and
notes about the message to the user who created the message, the recipient, and any users with Master
Rights. In the Calendar, other users can see the activity but cannot display details in an activity zoom.
○ RSVP. (GoldMine e-mail only—not available for Internet e-mail) Track task delegation. GoldMine notifies you
when the message is completed or deleted by the recipient by creating an RSVP message in your Activity
List.
GoldMine assigns a Result code to each RSVP activity. The Result code Cmp on the RSVP activity indicates
the original activity was completed. The Result code Del indicates that the original activity was deleted by
the assigned user.
○ Alarm. Sets up an alarm for the message. When a message is set to alarm, GoldMine alerts the recipient that
a message arrived if the message is retrieved with GoldMine.
○ Send a copy of the attached file(s) to GM recipients. Sends a copy of an attached file when you send an email to a GoldMine user.
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4. To include Calendar and History information with your message, click Queue, Calendar and History options.
The Queue, Calendar and History options dialog box opens.
○ To queue a message to be delivered later, select the time and date to send the e-mail in the Date and Time
fields, click OK and then click Queue on Edit E-mail toolbar.
○ To create a history record of the e-mail, click the Create a history record checkbox.
○ To save the text of the e-mail, click the Save the body text checkbox.
○ To link the e-mail to an activity, type in or select the activity code from the Activity lookup box.
○ To link the e-mail to a result, type in or select the result code from the Result lookup box.
○ To add a reference to the Reference column displayed later on the History tab of the Contact, type in or
select from the F2 Lookup list and the click OK.
You can now Send, Queue, Save as Draft or continue editing the e-mail.
Creating E-mail Templates
Use the following procedure to create an e-mail template.
1. Select Go To > Document Templates.
2. At the Document Management Center, at the User drop-down list on the toolbar, select the user to create
the template for. If the template is for all users, select (public).
3. Right-click on E-mail Templates and select New.
The Edit E-mail window opens.
4. At the Subject field, type the subject of the e-mail.
NOTE: The subject you type becomes the subject line when using the template; consider what you are
sending to contacts. The subject is also the template name appearing in the Document Management Center,
so it must be unique.
5. Click Attach files button on the Edit E-mail toolbar to attach a file to the template.
6. Browse to locate the file you are attaching to the template.
7. Select the Options tab to configure template formatting and encoding options.
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8. Select Rich text (HTML) to send the message in HTML. The Rich text format options lets you use specialized
fonts and insert .bmp files.
If your recipient's system does not support HTML, leave the check box blank to send the message as plain ASCII
text.
9. Wrap lines is the default. When a word is typed at the end of a line, the next word is placed at the beginning of
the following line.
When creating a template, you cannot change this option.
10. Select Attach VCard to include a .vcf file with your message. The VCard contains basic contact information.
11. Select Request a return receipt to receive an e-mail acknowledgement from the recipient upon receipt. This
option returns results only if the recipient's e-mail system supports the return receipt feature.
12. Click in the lower pane and begin creating the body of the message. Use these editing options to create the
message:
○ HTML Toolbar
○ Local Menu
13. If desired, insert GoldMine fields into the message body, creating a dynamic e-mail message using data from
the contact record in the merged document. Right-click in the message box and select Actions > Insert
GoldMine Field.
14. To save the template, right-click and select Actions > Save template.
TIP: Insert Key1-Key5 fields by placing the cursor at the location to insert the field and type. For
example, <<key1>>, to insert the data from the Key1 field in the merged e-mail. Insert userdefined fields by placing the cursor and typing <<Contact2->Ufieldname>>
To Clone an Existing E-mail Template
1. Select Go To > Document Templates.
2. At the Document Management Center, select the User from the drop-down list whose template you are
cloning.
3. Right-click on the E-mail template name and select Clone. The Select a User dialog box appears.
4. Select the user to create the cloned template for from the User Name drop-down list.
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5. Click OK. The Edit E-mail window appears.
6. Enter a Subject for the template. The Subject will become the name for the template and should a unique
name to distinguish it from other templates.
7. Edit the template as needed, then click the Save template button.
To Edit an E-mail Template
1. Select Go To > Document Templates.
2. At the Document Management Center, select the User from the drop-down list whose template you want to
edit.
3. Right-click on the E-mail template name and select Edit. The Edit E-mail window appears.
4. Make any desired changes, then click the Save template button.
Using the Mail Merge Properties for E-mailing
1. Select Go To > Document Templates.
2. At the Document Management Center, select the User from the drop-down list whose template you want to
edit.
3. Right-click on the E-mail template name and select Edit. The Edit E-mail window appears.
4. On the Recipient tab, select options from the following areas:
○ Contact Selection:
- This Contact: Merges the e-mail message with the primary contact from the active Contact Record, or
select an additional contact from the drop-down list.
- All contacts linked to (contact name): Merges the e-mail message with the primary and additional
contacts for the active Contact Record.
- All contacts in the following filter or group: Merges the e-mail message with ALL Contact Records or
with the filtered group or contact group selected from the drop-down list.
If you select All contacts linked to (contact name) or All contacts in the following filter or group, select
from to additional options:
- Primary: Merges the e-mail message with the primary contact.
- Additional: Merges the e-mail message with the additional contacts.
- Other: Merges the e-mail message with the other e-mail addresses associated with the primary contact.
- Limit to E-mail merge code: Merges the e-mail based on the code selected in the F2 Lookup list.
○ Delivery:
- Send now to send the e-mail immediately.
- Queue for delivery at the times specified in the Server Agents Administrator.
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5. Select the File in History tab, and then select from the following options:
○ Create a history record: Creates a record on the History tab of the selected contacts.
○ Save the template text in history: Includes the message in the history record.
NOTE: To display text in the Reference field, use quotes around the text. For example, "Phase one of
campaign" displays this phrase in the Reference field on the History tab.
○ Activity: Specifies an activity code.
○ Results: Specifies a results code.
6. Click OK.
Sending E-mails from the Document Management Center
Use the following procedure to send e-mails from the Document Management Center.
1. Select Go To > Document Templates or click the Documents button on the toolbar.
The Document Management Center opens.
2. At the User field, select a user from the drop-down list.
3. Highlight and right-click on the e-mail template you want to send and then click Merge.
The Mail Merge Properties dialog box opens.
4. Select the user and template in the appropriate fields, if not already selected and then click OK.
The e-mail is ready to be sent.
If you send the e-mail immediately, a record of what was sent to the contact is filed on the History tab.
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Replying to an Activity
Use the following procedure to determine how activity information is recorded when replying to a user's e-mail.
1. At the Pending tab, right-click on a listed activity and select Reply.
The Reply to an activity dialog box opens.
2. Select one of the following radio buttons:
○ File in history. This button deletes the activity and creates a record of the outgoing e-mail message on the
current tab. It creates a history record of the activity and adds a record of the outgoing e-mail message on
the History tab.
○ Delete the activity. This button deletes the activity from the current tab and creates a record of the
outgoing e-mail message on the current tab and the History tab.
○ Retain in the In-Box. This button leaves the activity on the current tab and creates a record of the outgoing
e-mail message on the History tab.
Select Carry over notes to keep notes with the activity record.
3. Click Reply.
The Edit E-mail window opens with the message addressed to the GoldMine user who created the activity.
4. Edit the message as needed and then click Send.
Spell-Checking E-mail
Use the E-mail Center to check the spelling in the message, improve professional presentation, and customize the
spell-checker.
Open the User Options > Spell tab dialog box for basic customization; for more information. see Setting Options for
the Speller Tab in the GoldMine Administrator's Guide.
You can customize the speller as you work, adding words and creating individual or company dictionaries. For more
information, see Creating Dictionaries.
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To Spell Check an E-mail
1. After creating your e-mail, click Check Spelling button on the E-mail Center toolbar.
The Check Spelling dialog box opens.
The questionable word appears in the Not in Dictionary field.
Suggestions are listed in the Suggestions list. The words displayed are based on the options selected on the
Speller tab.
2. Select an option:
○ Ignore. Skips this occurrence of the questionable word; if the word comes up again, it will be tagged and
displayed.
○ Ignore All. Skips this and all subsequent occurrences of the word in this document.
○ Add. The word is added to the dictionary displayed in the Add words to text box.
○ Change. Replaces the questionable word with the one highlighted in the Suggestions list; or, if the word is
edited, the edited word is used as the replacement.
○ Change All. Changes this and all subsequent occurrences of the word in the document. The selected word in
the Suggestions list is used unless the word is edited, in which case the edited word is used.
○ Suggest. Searches more thoroughly for a suggested replacement word for the questionable word. Each time
you press the Suggest button, a deeper search is made. When the spell checker exhausts all possibilities, the
Suggest button is disabled.
3. To edit a questionable word, type a revised version of the word in the Not in Dictionary text box. Ignore
changes to Undo edit.
Clicking Undo edit returns the edited word to the original form.
4. Use the Check Spelling dialog box to change the Options and Dictionaries.
5. Select Undo if you made changes to a document with Ignore or Change and want to undo the changes.
The Undo button takes you back one word at a time.
6. Click Cancel to stop the spell checker and close the window.
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Creating Dictionaries
Use the GoldMine spell checker to configure and customize the dictionary for each user. Add words, import files, and
change the action on individual words.
Use the following procedure to create dictionaries.
1. Select Tools > Options and then select the Speller tab.
2. Click Setup Dictionaries. The Dictionaries dialog box opens.
3. Select from the following options as needed.
The Words text box lets you add a word or edit the highlighted word from the text box. The text box listing
displays the words in the Files.tlx file.
○ To add a word, type the word and then click Add Word.
○ To edit a word, highlight the word, type the correction and click Add Word.
○ To type case variations on a word, at the Other word field, type in the word and then click Add Word.
4. Click Delete Word to remove the word from the dictionary file.
5. Click Import to import the words in a . txt file to the current Files .tlx file.
NOTE: When files with multiple word phrases are imported, each word adds individually rather than as a
phrase.
6. Click Export to export the words in the current Files .tlx file to a .txt file.
7. At the Action drop-down list, select an action to apply to individual words:
○ Auto change (use case of checked word)
○ Conditionally change (use case of other word)
○ Conditionally change (use case of checked word)
○ Ignore (skip)
○ Exclude (treat as misspelled)
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To apply an action to a word:
a. Highlight the word in the Words text box listing.
b. Select the action from the Action drop-down list.
c. Click Add Word. The action you selected applies to that word.
d. The Files drop-down list displays available custom .tlx dictionaries.
e. Click Add File to browse to other .tlx files.
NOTE: The .tlx files store in user folders in the Speller folder of the main GoldMine directory.
8. To create a new dictionary, click New File.
A .tlx file is created, and the New Dictionary dialog box appears.
Type the new File Name. Select the Language from the drop-down list and click OK.
9. Click Remove File to delete the current .tlx file.
10. Click Close to save the settings.
Retrieving E-mail
Use the following procedure to retrieve Internet e-mail.
1. Select Go To > E-mail to jump directly to the POP Password dialog box for retrieving from your primary account.
2. If you are in the E-mail Center, click the e-mail account to retrieve.
3. The POP Password dialog box appears if you do not have your Internet e-mail password configured in the
Internet tab of your User's Options.
4. Type the Password and click OK.
GoldMine downloads the waiting e-mail from your POP3 server e-mail account.
5. Read and process your e-mail while connected online or move it to your GoldMine Inbox and disconnect from
your e-mail server. To read e-mail in the E-mail Center, double-click the message.
NOTE: When you move messages from Online to Inbox, the Attach E-mail to Contact dialog box appears.
Select how to link messages to contacts.
6. To process the message, right click the message in the E-mail re: text box and select Actions.
You can also read retrieved e-mail by selecting Read from the local menu in the Activity List or on the Pending
tab of the contact record.
7. Configure e-mail settings by selecting Tools > Options.
The User's Options dialog box opens. Select the E-mail tab.
8. After the e-mail options have been set, retrieve internet or Outlook e-mail messages manually or automatically
in the E-mail Center.
9. Select Go To > Mail. The E-mail Center opens.
In the view window of the Navigation Pane, click an account in your Online folder to check internet e-mail, or
open the Outlook folder to manage Outlook messages.
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10. To process the message, right click on Action.
You can select any option depending on how you want to process the message (for example, Reply, Forward,
and so on.)
You can also read retrieved e-mail by navigating to the local menu in the Activity List or Pending tab of the
contact record and the selecting Read.
11. In the view window of the Navigation Pane, click an account in your Online folder to check internet e-mail, or
open the Outlook folder to manage Outlook messages.
Linking E-mail Messages to Contacts
You can attach e-mail messages to contacts using the Attach E-mail to Contact dialog box.
Use the following procedure to link an e-mail to a contact.
1. Select Go To > Mail.
2. In the E-mail Center, move messages to the Inbox or right-click and select File.
The Attach E-Mail to Contact dialog box appears displaying the sender's Internet account name, return address,
subject of the message, and the VCard name if there is one.
If the message was sent with a VCard, select Use the VCard information if you create a new contact based on
the VCard information.
3. For an unlinked message select one:
○ Find an existing contact and link this message to it. Use the Contact Search Center to select a contact.
GoldMine will associate the message and VCard file with the selected contact.
○ Create a new contact and link this message to it. Uses the VCard information to create a contact and
displays the Read E-mail dialog box. GoldMine will associate the message and VCard file with the selected
contact.
○ Find an existing contact, create a new additional contact, and link this message to it. Use the Contact
Search Center to select a contact. GoldMine will create an additional contact from the sender of the
message, then link the message to the contact record.
○ Do not link this message to any contact. Displays the Read E-mail dialog box without associating the
message or VCard information to a new or existing contact.
If you have selected one of the first three options, you can select Link the address <E-mail Address> to the
contact to link the From: e-mail address of the retrieved mail to the contact.
4. Click OK. If linking multiple messages, the dialog box appears for the next message.
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Reading E-mail
The E-mail Reader window is the primary way you work with individual e-mail messages.
Use the following procedure to read an e-mail
1. Launch the E-mail Reader by double-clicking a message in the E-mail Center or the contact.
2. On the Retrieval tab of the Internet Preferences dialog box, select Open Read E-mail.
GoldMine retrieves and opens your e-mail.
3. The E-mail Reader window displays the full message with selected header information. Use the toolbar or rightclick the message body and select an option from the local menu.
NOTE: GoldMine decodes and displays e-mail messages and attachments created in the MS RTF (Rich Text
Format) sent as winmail.dat files rather than displaying them as attachments. This creates smooth interoperability between Outlook messages created in Outlook and GoldMine.
Reading E-mail Sent with Digital IDs
You can receive e-mail messages digitally signed and encrypted from non-GoldMine users.
■
To send you a signed e-mail message, the sender must have a Digital ID from a valid Certificate Authority.
■
To send you an encrypted e-mail message, senders must have your Digital ID public key from a valid Certificate
Authority. When receiving the message, GoldMine asks you for your password in the Private Key Password
dialog box.
TIP: For more information, see Using Digital IDs with E-mail Messages.
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Signed Icon in Inbox
Signed with a Digital ID. When receiving a digitally signed message, the
message includes the sender's digital signature and public key.
When the message signature is verified, the Inbox displays a signature icon next
to the message. When you open the message, you are notified if the signature
is verified or if the signature verification failed.
Encrypted Icon in Inbox
Signed and Encrypted Icon in
Inbox
Failed Encrypted and Signed
Icon in Inbox
Encrypted. When receiving a digitally encrypted message, the message was
encrypted with your public key (supplied to the sender at an earlier time). The
message is decrypted using your private key You are asked to supply the
password to your private key to read the message.
Signed and Encrypted. When receiving a digitally signed and encrypted
message, the message includes the sender's digital signature and a message
encrypted with your public key (supplied to the sender at an earlier time).
The message signature is verified and the message decrypted using your
private key (configured in GoldMine). You are asked to supply the password to
your private key in order to read the message.
Signature Verified Banner on Message
Signature Verification Failed Banner on Message
Using E-mail Templates
E-mail template created in the Document Management Center (see Creating E-mail Templates) can be used when
creating an e-mail to pre-fill the body of the message.
1. Select Actions > E-mail, or Schedule > GoldMine E-mail.
2. From the E-Mail Center, click New Message in the toolbar.
The Edit E-mail dialog box opens.
3.
4.
5.
6.
At the Subject drop-down list. select the template.
To select the template of another user, click Select Template User.
Edit the message as needed.
Click Send to send the message immediately or Queue to queue it for sending at the times defined in the
Server Agents Administrator. For more information about the Server Agents, see the GoldMine Administrators
Guide.
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Creating E-mail Distribution Lists
Use the following procedure to create custom e-mail Distribution Lists of contacts, users, and manual e-mail
addresses.
1.
2.
3.
4.
In the E-mail Center, right-click and select Options > Set up Distribution Lists.
At the Distribution List Center, right-click the upper-right pane and select New Distribution List.
Type a descriptive name for the list and press Enter.
Right-click the new distribution list and select one of the following options:
○ Add Contact. Add a contact from the Contact Search Center.
○ Add Contacts E-mail. Add a contact from the Contact Search Center and specify the e-mail address.
○ Add User. Add a user or user group.
○ Add Manual E-mail address. Select or type the e-mail address.
NOTE: You can add more than one recipient to the Distribution list.
Using Encryption and Digital IDs
■
Using Digital IDs with E-mail Messages
■
Using Digital IDs
■
Public and Private Keys
■
Security Levels
■
Sharing Public Keys
■
Using Digital IDs in GoldMine
Using Digital IDs with E-mail Messages
If you and your contact use digital IDs to verify signatures and send encrypted e-mail messages, you can use
GoldMine to configure your Internet E-mail Options.
Your digital ID, also known as a digital certificate, is a file sent with an e-mail message identifying you as the
authentic sender. Digital ID certificates are files issued by a certified security authority such as VeriSign, Inc., or from
your Microsoft Exchange Server administrator. Digital IDs have an expiration date and must be renewed periodically
to remain valid. A digital ID typically contains:
■
Your name and e-mail address as a digital signature
■
Your public key
■
Expiration date of the public key
■
Name of the Certification Authority (CA) who issued your Digital ID
■
Serial number of the Digital ID
■
Digital signature of the CA
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Using Digital IDs
A digital signature provides security by verifying the message originated from a specific person and that the message
has not been altered. A digital ID also works as a message encryption method. Digital ID encryption scrambles a
message with a recipient-specific algorithm.
Public and Private Keys
The digital ID encryption uses a system of key pairs that include a public key used to encrypt a message and a private
key used to decrypt a message. The sender of a secure e-mail must have the recipient's public key to encrypt the
message. When the message is received, it is decrypted using the recipient's matching private key.
Using GoldMine you can exchange encrypted e-mail messages with a contact. You must have the contact's digital ID
that includes his or her public key and the contact must have your digital ID that includes your public key.
In GoldMine, you must then import the contact's Digital ID using the contact's Edit > Record Properties > Contact
Details > Digital IDs tab and import your Digital ID using your Internet E-mail Preferences > Security tab.
For example, when you send an encrypted message to a contact, it is encrypted in GoldMine using the public key the
contact provided you. When he or she receives the message, it is decrypted by the contact's e-mail application using
his or her private key. Conversely, when a contact sends you an encrypted message it is encrypted by the sender's email application with your public key (provided earlier). When you receive the message, it is decrypted using your
private key.
Security Levels
○ Signed. The message is signed with the sender's private key. Sending a message with a digital signature
confirms the message was sent by the sender listed in the From address.
○ Encrypted. The message is sent with the recipient's public key. The recipient provides you with his or her
public key before you send the message. When a message is encrypted, the body and attachments are
hidden from anyone who does not have the recipient's private key. Only the recipient should have the
recipient's private key. An encrypted message does not guarantee to the recipient that the sender is the
name in the From address.
○ Signed and Encrypted. The message is signed with the sender's private key, confirming for the recipient the
message was sent by the sender in the From address, and it is encrypted with the recipient's public key and
then decrypted with the recipient's private key when he or she receives the message.
Sharing Public Keys
For security reasons do not share your private key. You can share your public key with contacts two ways:
○ Digital ID Signature. Your Digital ID is attached to any message that includes a Digital ID Signature. The
recipient can then extract it and import it into his or her e-mail application. For example, in Outlook the
user can right-click the sender's name on a message and add the contact to his or her existing contacts.
The digital ID certificate is included.
○ Export. Export your Digital ID send it to a contact who can then import the file into his or her e-mail
application. For example, in Outlook the file is imported on the contact's Certificate tab.
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Using Digital IDs in GoldMine
■
Configuring Contacts' Digital IDs. Imports a contact's digital ID into the contact record. See Setting Digital IDs in
Contact Details.
■
Configuring GoldMine Users' Digital IDs. Imports your digital ID into GoldMine. You determine the signature
and encryption settings. See Setting Options for the E-Mail Tab in the GoldMine Administrator's Guide.
■
Sending Digitally Signed E-mail Messages. Sends a message with your Digital ID signature. See To Send Digitally
Signed E-mail .
■
Sending Encrypted E-mail Messages. Sends individual messages with a digital ID signature or GoldMine
encryption. See Sending Encrypted E-mail.
■
Reading E-mail Messages Sent with Digital IDs. Reading digitally signed, encrypted, or signed and encrypted email messages. See Reading E-mail Sent with Digital IDs.
Setting Digital IDs in Contact Details
If a contact uses a digital ID when sending you e-mail, configure the contact's record with the ID information.
1. With the contact record active in GoldMine, select Edit > Record Properties > Contact Details.
2. At the Contact Details dialog box, select the Digital IDs tab.
3. Click Import to add a contact's digital ID file to the GoldMine contact record.
The Import Digital ID dialog box opens.
4. In the Filename field, type or browse to the *.p7b or *.cer certificate file you are importing.
5.
6.
7.
8.
9.
In the Name field, type the name to display.
Click OK to return to the Digital IDs tab.
To export the file to another location, click Export.
To review the certificate details, click View.
To remove a digital ID, highlight the ID and click Delete.
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About the Literature Fulfillment Center
Use the Literature Fulfillment Center to manage and track brochures, price lists, and other publications sent to your
contacts.
The Literature Fulfillment Center stores and processes literature requests in one easy-to-view and manage location.
New publications can be added to a list for other users to select for their contacts.
You can perform the following tasks in the Literature Fulfillment Center:
■
Add documents
■
Edit document properties
■
Fulfill or reject scheduled requests
■
Edit scheduled requests
■
Fulfill or reject queued documents
■
Edit scheduled documents
General management displays in the left pane and specific requests in the upper right pane. The lower right pane
displays associated attachments or a preview window of the document that was printed.
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To Access the Literature Fulfillment Center
1. Select Go To > Literature.
The Literature Fulfillment Center opens.
2. Use the toolbar to execute commands or local menu options in the left pane to manage:
○ Literature List. A predefined literature list that varies depending on which user created the literature
packet. This list is available when you schedule a Literature Request. When selecting a Literature List in the
left-hand pane, the literature options display in the right pane.
Right-click on the Literature List to access the local menu.
- Refresh. Refresh the Literature List.
- Refresh All. Refresh everything in the left pane.
○ Literature Requests. Literature requests by date. When you select a date, the literature requests scheduled
for that date or date range are displayed in the upper right pane. The literature requests are added by
scheduling a Literature Request.
Right-click on Literature Requests to access the local menu.
- Refresh. Refresh the Literature List.
- Refresh All. Refresh everything in the left pane.
- Expand. Expand the date options.
○ Queued Documents. Queued requests by date. When selecting a date, the literature requests scheduled for
that date or date range display in the upper right pane.
Queued documents are added to the Literature Fulfillment Center when configuring Mail Merge properties
through the Document Management Center. Queued documents can be manually fulfilled through the
Literature Fulfillment Center or automatically executed at the selected time if you configured the Server
Agents to Print/FAX.
Right-click Queued Documents to access the local menu. For more information on Mail Merge properties,
see Using Mail Merge Properties for Printing.
Queued Documents Local Menu
- Refresh. Refresh the Literature List.
- Refresh All. Refresh everything in the left pane.
○ Printed Documents. Documents and literature requests you fulfilled. Right-click Printed Documents to
access the local menu.
- Refresh. Refresh the Literature List.
- Refresh All. Refresh everything in the left pane.
- Expand. Expand the date options.
- Purge All. Delete all information from the Printed Documents list.
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Adding Documents to the Literature Fulfillment Center
Use the following procedure to add an existing publication or file to the Literature List.
1. Select Go To > Literature.
2. At the Literature Fulfillment Center, highlight Literature List in the left pane and right-click and select New
from the local menu.
The Literature dialog box opens.
3. In the Output To drop-down list you can select one of the following:
○ Stock. Literature that is printed and available as shelved stock.
○ Printer. Literature that is to be printed from a file.
○ FAX. Literature that is to be sent via fax.
4. In the Type field, type or select the literature type from the F2 Lookup list.
5. In the Description field, type or select a brief description of the literature from the F2 Lookup list and then click
OK.
Editing Documents in the Literature Fulfillment Center
Use the following procedure to edit documents
1. Select Go To > Literature.
2. At the Literature Fulfillment Center, highlight Literature List in the left pane.
The documents are listed in the upper right pane.
3. Right-click the document to edit and select Edit from the local menu. The Literature dialog box appears.
4. In the Output To drop-down list, select one:
○ Stock. Printed literature available as shelved stock.
○ Printer. Literature to print from a file. Select the file path and click Edit to make changes.
○ FAX. Literature to fax. Select the file path needed and click Edit to make changes.
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5. In the Type field, type or select the literature type from the F2 Lookup list.
6. In the Description field, type or select a brief description of the literature from the F2 Lookup list. and then click
OK.
Fulfilling or Rejecting Scheduled Literature Requests
When a Literature Request is assigned to you, the request appears on your calendar as Lit in the Task pane.
Use the following procedure to fulfill or reject scheduled literature requests
1. Select Go To > Literature.
2. At the Literature Fulfillment Center, select your name in the User drop-down list to view requests assigned to
you.
3. Select the Literature Requests date or date range for the request. The literature request appears in the upper
right pane.
4. Highlight the literature request and right-click. Select options in the local menu.
5. To fulfill the request, note the attachments to send and select Fulfill.
If a literature request is to be printed or faxed, the document is printed or faxed. Attachments are not sent
automatically and must be handled as per your usual office procedure.
6. To reject the request, select Reject.
7. At the Rejection of Literature Requests dialog box, type or select the reason in the F2 Lookup list.
If this activity was scheduled with an RSVP, GoldMine notifies the person who assigned it to you stating why it
was rejected.
Fulfilled requests are moved from Pending to the History tab; the request appears in the Printed Documents area of
the Literature Fulfillment Center.
Fulfilling or Rejecting Queued Documents
Queued Documents in the Literature Fulfillment Center come from the Document Management Center and were
merged with one or more contacts. For multiple contacts, each contact is listed separately in the upper right pane
when you select the assigned user and date the document was queued for.
Queued documents are fulfilled when using the Print/FAX Server Agent; to send the document immediately or
remove it from the queue, use the Queued Documents area of the Literature Fulfillment Center.
Use the following procedure to fulfill or reject queued documents.
1. Select Go To > Literature.
2. At the Literature Fulfillment Center, select your name in the User drop-down list to view requests assigned to
you.
3. Select the Queued Documents date or date range for the request. The queued document appears in the
upper right pane.
4. Highlight the document and right-click. Select options in the local menu.
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5. To fulfill the print or fax request, right-click and select Fulfill.
The document will print or send, depending on the settings configured.
6. To reject the request, right-click and select Reject.
7. At the Rejection of Queued Document dialog box, type or select the reason in the F2 Lookup list.
Fulfilled requests are written to the History tab; the request appears in the Printed Documents area of the
Literature Fulfillment Center.
Editing Scheduled Literature Requests
Use this procedure to edit a Literature Request assigned to you.
1. Select Go To > Literature Fulfillment.
2. At the Literature Fulfillment Center, select your name in the User drop-down list to view requests assigned to
you.
3. Select the Literature Requests date or date range for the request to act on. The literature request appears in
the upper right pane.
4. Highlight the literature request, right-click, and select Edit.
The Schedule a Literature Request dialog box appears.
About Telemarketing Scripts
Using GoldMine’s branching scripts (see Using Telemarketing 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.
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Branching Scripts Workflow
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.
Creating Telemarketing Scripts
Use the following procedure to create a telemarketing script.
1. SelectGo To > Scripts.
2. At the Script dialog box, click Maintain Scripts.
The Branching Scripts Listing dialog box opens, listing script names in the main pane and the number of times
run.
3. Click New.
The Branching Scripts Profile dialog box opens.
Branching Scripts Listing Dialog Box
The following buttons appear on the Branching Scripts Listing dialog box:
■
New or Edit. Opens the Branching Script Profile dialog box.
Click New to create a telemarketing script.
■
Delete. Removes the script.
■
Reset. Resets the selected script statistics, including all response percentages, and the number of runs.
■
Close. Exits the dialog box.
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Branching Script Profile Dialog Box
The following options appear on the Branching Scripts Profile dialog box:
■
Number. Determines the location of the script in the browse window. Lower numbered scripts appear higher on
the list.
■
Script. Descriptive title for the script.
■
Existing questions display in the Script Questions pane.
○ New. Displays the Branching Script Question dialog box where you add a script question.
○ Click New to create a telemarketing script.
■
Edit. Displays the Branching Script Question dialog box where you edit the highlighted script question’s
number, title, or responses.
■
Delete. Deletes the selected script question.
Branching Script Question Dialog Box
When you select New or Edit from the Branching Script Profile, the Branching Script Question dialog box opens.
■
Title. Descriptive title for the question that appears at the top of the question screen when the script is used.
■
Update field. Optionally, you can select a field in the drop-down list to store the response to this question when
the script is executed. When a field is used, GoldMine places the text of the response in the selected field in the
contact record.
■
Notes. Question and any other text to be delivered to the participant.
■
Question No. The question number assigned to the script question.
You should have selected a question number for each question when you designed the script. Enter numbers
lower than 10 with a leading zero. For example, enter 1 as 01.
■
Save History. Select this field to include the question’s title and response in the script dialog text. If this field is
cleared, the question is excluded from the dialog when the script is executed.
■
New. Adds a response record.
The Branching Script Answer dialog box appears.
■
Edit. Edits a response. The Branching Script Answer dialog box appears.
■
Delete. Removes the selected response.
Branching Script Answer Dialog Box
When you select New or Edit to add a response record, the Branching Script Answer dialog box opens.
■
Number. The number of the response determines the position of the response in the listing. Lower number
responses appear on the top of the list.
■
Goto. Type the number of the question this response leads to. The Goto question number displays if this response
is selected during script execution.
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■
Answer. Type the text of the response.
■
Prompt for response. Select this field to prompt the operator to enter a response when this answer is selected.
This option can be selected only when an entry is made in Update field in the Branching Script Question dialog
box. The operator’s response saves to the field specified by Update field.
If the script question contains only one answer and that script answer has the Response box checked,
GoldMine automatically displays the Enter Response dialog box, eliminating the need to select the answer.
After entering all the questions and responses into GoldMine, perform a test by running the script.
Using Telemarketing Scripts
Use telemarketing scripts to construct structured dialogs with customers.
1. Select Go To > Scripts.
The Telemarketing Script dialog box opens.
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.
3. Update fields as needed.
Calling Contacts with GoldMine
With the Telephony tab settings properly configured, use GoldMine to dial telephone numbers or send SMS/Text
messages to your contacts.
Calling Primary Contacts
To call primary contacts, open the Actions > Call Contact menu and then select from following options:
■
Dial, Dial Phone 2, and Dial Phone 3: Dials the selected phone number from the primary Contact Record. The
Phone Dialer dialog box appears.
■
Dial Fax: Dials the fax number.
■
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 (see Using the Phone Dialer).
Calling Personal Contacts
To call a contact in your personal contacts (see About Personal Contacts), select Go To > My Contacts. Click Dial.
The Phone Dialer dialog box appears (see Using the Phone Dialer).
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Using the Phone Dialer
Dial phone numbers listed in GoldMine using the dialing option. The modem must be properly configured on the
Telephony tab. See Setting Options for the Telephony Tab) in the GoldMine Administrator's Guide.
To Using the Phone Dialer
1. The number you are dialing, plus any assigned prefix, appears on the Dialing text box. Status displays a message
related to the current call.
Select Complete a call to have GoldMine complete the connection to the telephone number and to wait for you
to click Pick up before closing the modem port and resetting the modem. If you do not select Complete a call,
you must pick up the handset before the modem completes dialing.
2. Click Pick up to take over the call from the phone dialer. If you have selected Complete a call, GoldMine waits
until you click Pick up before hanging up the modem. Be sure to pick up the telephone handset before clicking
Pick up.
3. Click Cancel to stop the modem at any point during the dialing process.
Making and Answering Calls with SoftPhone
SoftPhone integration with GoldMine uses SIP (Session Initiation Protocol) and VoIP (Voice over IP) technology to
place and answer contact calls. The SIP Proxy (not included with GoldMine) must be configured and its functionality
verified by an administrator.
Your administrator can then configure GoldMine to make and receive calls through the SIP Proxy Server by setting
SoftPhone preferences.
Using SoftPhone
1. Select Actions > Call Contact > Launch SoftPhone.
The SoftPhone control dialog box opens.
2. Use SoftPhone to Answer incoming calls, manually Dial phone numbers, Transfer calls, Hang up, place calls on
Hold, and make Blind Transfer calls to another number or GoldMine user.
3. GoldMine reads the phone1, phone2, and phone3 fields and pulls those numbers into the Contact Numbers
area. Click a number to dial it.
NOTE: UPHONE fields are user-defined fields GoldMine users can create and use as extra phone fields. If the
name starts with UPHONE, GoldMine recognizes the field as an extra phone field.
4. After placing or receiving a call, adjust the speaker and microphone volume.
5. To use SoftPhone by default, select Tools > Options > Telephony and select Use SoftPhone by default.
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About Personal Contacts
To keep a separate phone log for other important or commonly used telephone numbers, use the Personal Contacts
feature to maintain a private file you can access easily while working in GoldMine. Only the user who created the file
can access a Personal Contacts.
Use the following procedure to use Personal Contacts.
1. Select Go To > Personal.
Your Personal Contacts dialog box opens.
2.
3.
4.
5.
6.
Click Dial to use the Phone Dialer.
Click New to add a new entry.
Click Edit to change the selected entry.
Click Delete to remove the selected entry.
Click OK to close.
NOTE: The Contact field must be limited to 30 characters.
Sending an SMS or Text Message
SMS (Short Message Service) and Text message are essentially the same thing, but have different names depending
on what part of the world you live or work. When the Telephony tab is properly configured (see Setting Options for
the Telephony Tab in the help or in the GoldMine Administrator's Guide), GoldMine can be used to send a message
to a contact.
To Send an SMS/Text Message
1. Open the Actions > Call Contact menu and then select the Send SMS/Text Message menu item. The Send
SMS/Text Message dialog box appears.
2. Enter the Phone Number and select a cellular Provider.
3. Enter the text of the message to send in the Type Message to send area.
NOTE: SMS/Text messages have a 110 character limit, not including spaces.
4. To store this message in your History, check the Save in History box and enter Reference, Code, and Results
information as desired.
5. Click Send to send the message or Cancel to abort.
NOTE: Please be aware that the recipient’s mobile service provider must support the ability to receive
SMS/Text messages via e-mail. Some mobile service providers also require that the subscriber enable mobile
e-mail for their account prior to them being able to receive messages on their mobile device.
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Sales Management
Plan, schedule, and record sales. Individuals can forecast sales they are responsible to close. Managers can assign
and track sales quotas. GoldMine also provides the Opportunity Manager (see Using the Opportunity Manager) for
a sales team to manage a complex sale composed of multiple components and participants.
■
Understanding Sales
■
Scheduling Forecasted Sales
■
Using Graphical Analysis
■
Using Leads Analysis
■
Using Quota Analysis
■
Using Sales Analysis
■
Using Statistical Analysis
■
About Territory Realignment
■
Using the Territory Realignment Wizard
Understanding Sales
A forecasted sale is an estimate to record the anticipated close date of a pending sale with one of your contacts.
GoldMine stores potential sales information in the same database where it stores contact information.
When closing the sale, GoldMine moves the record into the contact’s History tab. Scheduling and completing a
forecasted sale is similar to scheduling and completing other types of activities. However, forecasted sales differ
from other activities because they involve a product or service, an anticipated sale amount, and the probability of
closing the sale.
Some transactions involve one salesperson and one client for a relatively brief period, while others involve multiple
components and require the coordinated efforts of a team over a relatively long sales cycle. View sales on these
levels:
■
Individual sales. Assigned to a single user and involve the sale of a product or service to a single contact.
GoldMine provides tools to schedule, or forecast, an individual sale. The tools also help managers assign and
analyze sales quotas.
■
Complex sales. Involve multiple participants over a longer period and typically involve multiple components of
products or services bundled as a package; individual sales can be planned, tracked, and recorded as part of a
complex sale. A complex sale is known as an opportunity.
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Scheduling Forecasted Sales
A forecasted sale is an estimate to record the anticipated close date of a pending sale with one of your contacts.
Forecasted sales are different from other activities because they include a product or service, an anticipated sale
amount, and the probability of the sale closing.
To Schedule a Forecasted Sale
1. With the contact to scheduling for active on the screen, select Schedule > Sale.
The Schedule a Forecasted Sale dialog box opens.
The Contact field is populated with the Contact VIN#.
2. To select another contact, click on the Contact drop-down arrow and select the contact or click the right-facing
arrow to launch the Contact Search Center and search for a new contact.
3. In the drop-down list, select the Opportunity/Project to associate the sale with or click New to create a new
opportunity or project.
4. At the Product field, select the product in the F2 Lookup list.
5. At the Code field, select the code in the F2 Lookup list.
Activity codes can be used later to analyze specific sales activities. For example, if you code all your forecasted
sales that were referrals with an activity Code of REF, you can determine how many referred sales you made
during a specific period of time.
6. At the User field, select the user who will schedule the forecasted sale. The forecasted sale appears on the
user's calendar.
7. At the Units field, type the expected number of product to purchase.
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8. At the Price field, type the price of each unit.
The unit amount value and price per unit value are calculated in the Amount field.
9. At the Probability field, select a percentage value in the F2 Lookup list.
For example, if the customer is evaluating the product, select 50%. If the customer is purchasing, select 90%.
10.
11.
12.
13.
At the Sale Date field, select the expected sale date in the F2 Lookup graphical calendar.
In the Notes field, type any notes about the sale.
Click on the Link checkbox to link this forecasted sale to the current contact.
Click on the RSVP checkbox to be notified when the assigned user completes the sale.
NOTE: GoldMine posts RSVP messages on the Activity List when the sale completes by the assigned user. The
RSVP record provides information about the outcome of the sale.
14. Click on the Alarm field if you want GoldMine to warn you when the activity is due.
○ To set a time for the alarm, click the upper down-arrow box and select the time.
○ To set the date for this alarm, click the lower down-arrow box and select the date.
15. Click OK to save and close the dialog box, or select the Recurring tab to schedule recurring activities
Completing Forecasted Sales
Complete forecasted sales from a contact's Pending tab or the Activity List.
To Complete a Forecasted Sale
1. Right-click the sale and select Complete, or select Complete > Sale. The Complete a Sale dialog box appears.
2. Click the Contact drop-down arrow to select from additional contacts; or click the right-facing arrow to launch
the Contact Search Center and search for a new contact.
3. Select the Sale Date using the F2 graphical calendar.
4. Select the User completing the action.
5. Select Private if the completed action will be available only to the selected user.
6. Select the Product in the F2 Lookup list.
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7.
8.
9.
10.
11.
12.
13.
14.
15.
In the drop-down list, select the Opportunity/Project to associate the sale with.
Select the Code from the F2 Lookup list.
Select the Result code from the F2 Lookup list.
Type the number of product Units sold.
Type the Price of each unit.
The Amount field automatically calculates the total based on the entries in the Units and Price.
At the Success drop down list, select Closed Sale or Lost Sale.
Type any Notes related to the sale.
To schedule a follow-up activity, click on the Schedule a Follow-up checkbox and select the activity from the
drop-down list and then click OK.
16. After completing a sale, GoldMine changes the forecasted sales record into a history record. View the record in
one of these:
○ Contact record. The sales record moves from the Pending tab to the History tab.
○ Activity List. The sales record moves from the Forecasts tab to the Closed tab. Also see the completed sales
record in the Real-Time tab.
○ Calendar. If you configure the Calendar to show completed forecasted sales, the sale record appears in the
Day tab or the Week tab on the date completed.
Sales Analysis Tools
■
Using Forecasted Sales Analysis
■
Using Graphical Analysis
■
Using Leads Analysis
■
Using Quota Analysis
■
Using Sales Analysis
■
Using Statistical Analysis
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Using Forecasted Sales Analysis
Generate an analysis of the forecasted sales activities in the database.
1. Select Go To > Analysis > Forecast Analysis tab and right-click on an open Activity List.
2. Select Analyze.
The Forecasted Sales Analysis dialog box opens.
The Forecasted Sales Analysis dialog box provides this information about projected sales or cash flows for individuals,
groups of individuals, or the entire organization:
○ Analyze Users. The users included in the analysis; your username displays by default. To add or change the
analyzed users, click Select User(s).
○ Period. Forecasted sales statistics divided into several periods. The top portion of the analysis screen shows
forecasted sales statistics by week, for the next four weeks. Total amounts for the four week period display
below the weekly section. Below the weekly section, forecasted sales for the next four months are broken
down by month. The Beyond line includes forecasted sales scheduled to close after the next four months.
Grand totals for the lower section display at the bottom of the screen.
○ # of Sales.The total number of forecasted sales activities scheduled on the calendar for the period.
○ Forecasted. The total dollar amount of sales scheduled on the calendar for the period.
■
% Prob. The average probability of a sale closing in this period (calculates by averaging values in the Probability
field for all Forecasted Sales activities scheduled in the period).
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■
Potential. The expected value (or weighted value) of sales closing in this period. This value is determined by
multiplying the total forecasted sales amount (Forecasted) by the average close probability (% Prob).
○ Select User(s). The Select Users dialog box, from which you can select GoldMine users for activity analysis.
○ Code. Forecasted sales with the entered activity code. Use wild cards to select multiple activity codes. By
default, this field is blank to include all activity codes in the analysis.
○ Analyze. Calculates the totals in the display.
○ Close. Closes the dialog box.
Using Graphical Analysis
The GoldMine Graphical Analysis tool generates summary graphs of user activity data based criteria. You can display
data as a bar graph or a line graph. GoldMine can represent all activity for a period of time, or one of several types
of activities. Graphs can also represent total activities, a comparison of all users, or selected users.
To Generate a Forecasted Sale
1. Select Go To > Analysis > Graphical Analysis.
2. The Graphical Analysis Options dialog box contains options determining the time range and activities to
include in the graph. Select the options you need:
○ Complete. Completed activities.
○ Scheduled. Scheduled activities.
○ Totals. Total activity data for specified users.
○ Comparison. Activity data for individual users as specified.
○ Bar Graph. Comparison of different periods or users.
○ Line Graph. Trends over time.
○ Select User(s). Accesses a list of users. If the Comparison option is selected under Graph Type and more than
one user is selected, data for these users displays on one graph with color-coded entries to differentiate
users.
○ All Activities. Scheduled or completed data for the activity types described below.
3. At the Activity types field, select an activity.
Graphical representations depend on whether Completed or Scheduled is selected under Graph Type):
○ Call Backs. Graph for completed or scheduled Call Backs.
○ Messages. Graph for completed or scheduled Messages.
○ Next Actions. Graph for completed or scheduled Next Actions.
○ Appointment. Graph for completed or scheduled appointments.
○ Sales. Graph for completed or scheduled sales.
○ Others. Graph for completed or scheduled other actions.
○ High End. Type a numeric value corresponding to the uppermost number to display on the graph's vertical
axis. For example, if experience shows users rarely schedule more than 30 appointments per week,
entering 30 in the High End field generates a graph with a vertical axis ending at 30. The default, zero (0),
lets GoldMine generate the high end value based on included data.
○ Low End. Type a numeric value corresponding to the smallest number to display on the graph's vertical axis.
For example, if experience shows that users have never scheduled fewer than five call backs per week,
entering 5 in the Low End field generates a graph with a vertical axis starting at 5.0. The default is zero (0).
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○ Activity Cd. Generates the graph from activity records with the specified Activity Code. Use wild cards to
○
○
○
○
○
○
select multiple activity codes. By default, this field is blank to include all activity codes in the graph. For
more information, see To Use Wild Cards in Activity and Result Code Fields.
Result Cd. Type a Result Code to use as the basis for graph data. Only activity records with this Result Code
are included in the graph. Use wild cards to select multiple activity codes. The default value for this field is
blank to include all result codes in the generated graph. This field is available only if Completed is selected
for Graph Type.
From Date. Beginning date from which data is graphed. The default is the current date. This field is available
only for a graph of scheduled activities; the ending date for scheduled activity graphs is always the current
date.
To Date. Ending date of data being graphed. The default is today's date. This field is available only for a
graph of completed activities; the beginning date for completed activity graphs is always today's date.
From Time. Beginning time included in the graph. The default is 12:00 am. When combined with the default
To Time entry of 12:00 am, the graph displays data for a 24-hour period. This field is unavailable when
generating hourly graphs for completed activities.
To Time. Ending time included in the graph. The default is 12:00 am. When combined with the default From
Time entry of 12:00 am, the graph displays data for a 24-hour period. This field is unavailable when
generating hourly graphs for scheduled activities.
Show Grid. Displays lines representing the horizontal axis of the graph (default). To generate a graph
without this grid, clear the option.
4. Click Graphs to generate a graph.
Based on your selection in the Graph Type area of the Graphical Analysis Option dialog box, you see a bar or line
graph.
5. To return to the Graphical Analysis Options dialog box from the graph display, click Options.
To Use Wild Cards in Activity and Result Code Fields
GoldMine recognizes the asterisk (*)character as a wild card in the Activity Code or Result Code fields on an
analysis screen, When placed in these fields, an asterisk tells GoldMine, “This position can contain any character”.
For example, entering S*S in the Activity Code field makes GoldMine calculate the analysis based on any activity
code with S in the first and last positions of the Activity Code field such as "Sales". The second character in this field
can be any character in the history or calendar records being analyzed. To calculate all activity codes that begin with
S, enter S** in the Activity Code field.
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Using Leads Analysis
Managers can track valuable information on the status of sales efforts and the effectiveness of advertising and
promotional efforts in generating inquiries and sales. GoldMine, then, becomes a strategic asset by providing timely
and accurate information helping managers make better decisions on deploying resources.
You can use Leads Analysis to:
■
Track valuable information on the status of sales efforts and analyze the effectiveness of advertising and
promotional efforts in generating inquiries and sales.
■
Generate a list of the values in any Contact1 or Contact2 field; typically, analysis is performed on values in the
Source field.
■
Calculate a number of statistics for each unique value, such as the number of Contact Records (leads) containing a
unique Source field value.
To Use Leads Analysis
1. Select Go To > Analysis > Leads Analysis. The Leads Analysis dialog box appears.
2. To add, edit, or delete a leads analysis, click Maintain. The Open Leads Analysis File dialog box appears.
3. Select the lead file you are analyzing in the File Description drop-down list.
NOTE: You can use the local menu to change display and other options.
4. The information pane displays these columns:
○ Source: Name of the lead source, such as Comdex. This entry appears in the Source field of the contact
record. Use the source to determine the profitability of individual marketing sources or groups of
campaigns. GoldMine can report the total number of leads generated from seminars, advertisements, or
trade shows in the Source field; the total sales volume generated from each source value; and the potential
sales pending from each source value. Then identify effective lead sources based on total leads or sales
volume generated. Also, to know the cost of each lead, calculate profit and locate the most profitable lead
source. For example, this tool helps you determine whether to run an ad again.
○ Leads: Total number of contact records in the database with this value in the selected field.
○ Closed: Total number of contact records with this source that have at least one purchase, as recognized by
the presence of a sales activity record in the history file.
○ Ratio: Percentage of closed sales based on number of leads.
○ Sales: Total dollar amount of sales generated by this lead source. This value is a sum of all sales activity
history records linked to the Contact Records with this source.
○ Potential: Total dollar amount of future sales activities scheduled on the Calendar (calculated by summing all
Forecasted Sales calendar records linked to the contact records with this source).
NOTE: Also view Cost and Profit, and Cost and Price per lead. To view the other options, right-click in the
information pane and select View.
5. To locate a source, type the first few letters of the source in the Find Source text box.
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6. Also use these options:
○ Analyze: Displays the Leads Analysis - Analyze dialog box. Regenerates the leads analysis information for the
current leads analysis database. Select the field on which to base the analysis, and the range of dates to
scan for statistic calculation.
○ Sort: Displays the Leads Analysis Sort Menu dialog box to select the ordering of the records in the Leads
Analysis dialog box.
○ Zoom: Displays complete information about the highlighted leads analysis record in the Leads Analysis Zoom
dialog box.
7. Click Close to close the Leads Analysis dialog box.
Using Quota Analysis
Use the Quote Analysis to review the status of sales efforts by analyzing how sales team members are meeting
quota for a specified period. This analysis uses data about the assigned quota, forecast sales, completed sales, and
lost sales to derive a percentage of quota or a percentage of forecast sales attained by a salesperson. Because
GoldMine analyzes data by period, a process record for each salesperson can be seen using listings over multiple
periods.
To Open Quota Analysis
1. Select Go To > Analysis > Quota Analysis.
The Quota Listing dialog box opens.
2. Select an option from the Quota Listing dialog box:
○ User. An entry for each user assigned a quota in the Quota Profile dialog box. Users have an entry for each
period they were assigned a quota.
○ Period. The range of dates comprising the quota period. By default, GoldMine defines a quota period as one
month, but the period can be changed in the Quota Profile dialog box.
○ Quota. The dollar amount of expected sales assigned to the user for the period.
○ Forecast. The total dollar amount of sales scheduled on the calendar for the period.
○ Closed Sales. The total dollar amount of sales recorded as Closed Sales when the forecasted sales activities
are completed.
○ Lost Sales. The total dollar amount of sales recorded as Lost Sales when the forecasted sales activities are
completed.
○ Quota Period. By default, GoldMine sorts quota entries by the calendar period for quota assignments. When
a user has entries for multiple quota periods, the listings appear in chronological order (the oldest quota
assignment appears first, and the most current quota assignment appears last).
○ User. Alphabetize quota entries by username. Multiple quota entries for a User appear in chronological
order.
○ Quota. By default, GoldMine uses data in the Quota, Forecast, Closed Sales, and Lost Sales columns to
calculate the percentage of quota achieved by the salesperson during the period. The percentage of
successfully completed sales to assigned quota appears in the Closed Sales column, while the percentage of
unsuccessful sales appears in the Lost Sales column.
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○ Forecast. Calculates the percentage of forecasted sales against sales already completed during the period.
The percentage of successfully completed sales to forecasted sales appears in the Closed Sales column. The
percentage of unsuccessful sales appears in the Lost Sales column.
○ New. Access the Assign new quota dialog box (see Assign New Quota Dialog Box) to assign a quota to a user
for a defined period.
○ Delete. Deletes the highlighted record for the salesperson.
○ Edit. Access the Quota Profile dialog box (see Quota Profile Dialog Box) to modify a previously assigned
quota.
3. Select Close to exit the dialog box.
Assign New Quota Dialog Box
To assign a quota to a user, from the Quota Listing dialog box, select New.
The Quota Profile tab on the Assign new quota dialog box contains:
■
User: By default, contains the name of the logged in user. Select another user in the drop-down list. The name of
the selected salesperson appears in the User column of the Quota Listing dialog box.
■
From Date: Starting date of the quota period. By default, contains the first date of this month.
■
To Date: Ending date of the quota period. By default, contains the last date of this month.
■
Quota: Dollar amount of sales that the salesperson is expected to make during the quota period.
■
Forecast: The total dollar amount of sales scheduled on the calendar for the period. This entry changes as the
salesperson schedules more forecasted sales to close during the quota period.
■
Closed Sales: The total dollar amount of sales completed during the quota period. This entry changes as the
salesperson completes sales during the quota period.
■
Lost Sales: The total dollar amount of sales activities completed as lost, or unsuccessful, during the quota period.
This entry changes if the salesperson completes sales as lost during the quota period. An uncompleted sale
remains in the Forecast field.
■
Goals & Objectives: Store information for the quota; for example, Sales increased by 12% over last period.
On the Recurring tab select:
■
Start Date: Beginning date of the recurring analysis of the quota.
■
End Date: Ending date of the quota analysis.
■
Increase amount with: Select the percent increase applied to the recurring quota.
■
Occurs: Select the occurrence pattern for the quota.
Select Close to close the Quota Profile dialog box, and add the new or updated quota entry to the Quota Listing
dialog box.
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Quota Profile Dialog Box
To edit a user's quota, from the Quota Listing dialog box, select Edit.
The Quota Profile dialog box contains:
■
User: By default, the name of the currently logged in user. To select another user, click the arrow to the right of
the field. The name of the selected salesperson appears in the User column of the Quota Listing dialog box.
■
From Date: Starting date of the quota period. By default, contains the first date of this month.
■
To Date: Ending date of the quota period. By default, contains the last date of this month.
■
Quota: Dollar amount of sales the salesperson is expected to make during the quota period.
■
Forecast: The total dollar amount of sales scheduled on the calendar for the period. This entry changes as the
salesperson schedules forecast sales to close during the quota period.
■
Closed Sales: The total dollar amount of sales completed successfully during the quota period. This entry changes
as the salesperson completes sales during the quota period.
■
Lost Sales: The total dollar amount of sales activities completed as lost, or unsuccessful, during the quota period.
This entry changes if the salesperson completes sales as lost during the quota period. An uncompleted sale
remains in the Forecast field.
■
Goals & Objectives: Store information related to the quota; for example, Sales increased by 12% over last
period.
Click OK to close the dialog box.
Using Sales Analysis
GoldMine can generate a summary analysis of sales performance by one or more individuals. This analysis displays
actual numbers and percentage-of-goal figures for quotas, forecast sales, and closed sales for a specified period of
time.
To Open Sales Analysis
1. Select Go To > Analysis > Sales Analysis.
The Select Users dialog box appears on top of the Sales Analysis dialog box to select the users to analyze.
Select users or groups of users if necessary.
2. Configure the following options:
○ From Date. Sets the first date of the period to include in the analysis.
○ To Date. Sets the last date of the period to include in the analysis.
To reflect an accurate quota amount, type From and To dates corresponding to the quota periods defined in
the Quota Profile.
○ Quota. Displays the dollar amount of expected sales assigned to the user for the specified period.
○ Forecast. Displays the total dollar amount of sales scheduled on the calendar for the specified period.
○ Closed Sales. Displays the total dollar amount of sales recorded as Closed Sales when the forecasted sales
activities are completed.
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○ Quota Diff. Displays the difference between Closed Sales and Quota amount (Quota
Diff. = Closed
Sales - Quota). Negative values are shown in parentheses (). See the examples below:
If Closed = Quota, Diff = 0
If Closed < Quota, Diff < 0%(Negative amounts should be shown in parentheses)
If Closed > Quota, Diff > 0
○ Quota Diff. Percentage. The Quota Diff. Percentage is the difference between Closed Sales and Quota
amounts in percentage of Quota value for the specified period. The equation is:
Quota Diff. Percentage = (Closed Sales - Quota) * 100% / Quota
- 0% indicates that Closed Sales and Quota values were equal for the specified period.
- Negative/positive values mean that Closed Sales were less/more then Quota correspondingly. Absolute
value of this parameter can be used as one of indicators of Sales Planning Efficiency.
- Negative values are shown in parentheses ().
Examples:
Quota Diff. Percentage = ($9,000 - $10,000) *100 / $10,000 = (-10%); Closed Sales were 10% less
then Quota;
Quota Diff. Percentage = ($15,000 - $10,000) *100 / $10,000 = 50%; Closed Sales were 10% more
then Quota.
○ Forecast Diff. The Forecast Diff. is the difference between Closed Sales and Forecasted Sales amount for the
specified period. The equation is:
Forecast Diff. = Closed Sales - Forecasted Sales
- Negative values are shown in parentheses ().
Examples:
Forecast Diff. = $9,000 - $0 = $9,000; Forecasted Sales trail Closed Sales by $9000
Forecast Diff. = $1,500 - $2,000 = (-$500); Forecasted Sales exceed Closed Sales by $500
Forecast Diff. = $9,000 - $9,000 = $0; Forecasted Sales equal Closed Sales.
○ Forecast Diff. Percentage. The Forecast Diff. Percentage is the difference between Closed Sales and
Forecasted Sales amounts in percentage of Forecasted Sales value for the specified period.The equation is:
Forecast Diff. Percentage = (Closed Sales - Forecasted) * 100% / Forecasted
- 0% indicates that Closed Sales and Forecasted values were equal for the specified period.
- Negative/positive values mean that Closed Sales were less/more then Forecasted correspondingly.
Absolute value of this parameter can be used as one of indicators of Sales Planning Efficiency.
- Negative values are shown in parentheses ().
Examples:
Forecast Diff. Percentage = ($0 - $9,000) *100 / $9,000 = (-100%); No revenue stream;
Forecast Diff. Percentage = ($1,400 - $1,000) *100 /$1,000 = 40%; revenue stream exceeds
Forecasted Sales by 40%
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○ Activity Cd. When an activity code is entered in this field, GoldMine includes only those forecasted sales and
closed sales with the specified activity code. When the field is left blank, GoldMine includes all forecasted
sales and closed sales.
○ Result Cd. When a result code is entered in this field, GoldMine includes only those forecasted sales and
closed sales with the specified result code. When the field is left blank, GoldMine includes all forecasted
sales and closed sales.
○ Select User(s). Displays the dialog box to select GoldMine users for a new analysis.
○ Analyze. Calculates the totals in the display.
3. Click Close to close the Sales Analysis dialog box.
Using Statistical Analysis
The Statistical Analysis of Completed Activities dialog box displays completed activity information for an individual
user, a group of users, or on a system-wide basis. The analysis of completed activities can provide useful insight into
your performance or the performance of others in your organization.
To Open the Statistical Analysis of Completed Activities Wizard
1. Access the Statistical Analysis in one of two ways:
○ From a user’s completed activities on the Activity List’s Closed tab. From the local menu, select Analyze.
○ By selecting Go To > Analysis > Statistical Analysis.
2. The Statistical Analysis of Completed Activities dialog box opens.
3. Select from the following options:
○ Select User(s). Displays the Select Users dialog box to select GoldMine users for activity analysis. The list box
below the button displays users to include in the analysis; your username displays by default.
○ From Date. Sets the first date of the period to include in the analysis.
○ To Date. Sets the last date of the period to include in the analysis.
○ Activity Cd. When an activity code is entered in this field, GoldMine includes only those completed activities
with the specified activity code to be analyzed. When the field is left blank, all completed activities are
included. For example, if you code your activities as billable or non-billable, enter the activity code for
billable activities and get an analysis of these activities only.
○ Result Cd. When a result code is entered in this field, GoldMine includes only those completed activities with
the specified result code to be analyzed. When the field is left blank, all completed activities are included.
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4. Click the Analyze button to start the calculations.
The results appear in the following areas:
○ Phone Calls Analysis. Total number of completed telephone calls of the specified type in the history file. Callbacks, outgoing calls, incoming calls and returned messages are shown, as well as the total duration of calls
in each category. GoldMine displays the average duration of calls below the grand totals line for this
section. Successful Calls shows the number and percentage of calls with a satisfactory outcome, while
Unsuccessful shows the telephone calls without a satisfactory outcome.
○ Activities Analysis. Total number of completed activities in the history file, including to-do actions, received
messages, appointments, and other activities.
○ Sales Analysis. Completed sales statistics. Closed Sales shows the total number of completed sales activities
in the history file. The total value of each sale prints on the right. % of Calls Closed compares the number
of completed sales as a percentage of completed call activities. The average sales value per completed call
activity also displays.
5. Click Print to Print the analysis results.
6. Click Close to close the dialog box.
About Territory Realignment
GoldMine enables you 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:
■
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
WARNING: It is strongly recommended that 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.
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Using the Territory Realignment Wizard
The Territory Realignment Wizard reassigns contacts and scheduled activities.
To Open the Territory Realignment Wizard
1. Select Tools > Data Management > Territory Realignment.
2. At the Territory Realignment Wizard, click Next.
3. At the Filter Selection dialog box, select the filter or group in the drop-down list.
To change the filters or groups to those of a different owner, select <Filters of:> or <Groups of:>.
○ At the Select a User dialog box, select the user in the drop-down list and click OK to return to the filters and
groups drop-down list.
4. Select the filter or group and click Next.
5. At the Replace dialog box, replace the data in up to two fields and change the owner in the third.
6. In the Replace drop-down list select the field to replace.
In the with field, type or select the value to appear in that field.
7. In the third Replace field you can reassign record ownership. Select Owner in the drop-down list.
8. In the with text box select the new user or user group to which you are assigning ownership of the contacts.
NOTE: Territory Realignment changes the owner but not the curtaining level.
9. Click Next.
To Reassign the Activities of a Particular User
1. To reassign the activities of a particular user, select the user's name in the Reassign the activities of this user
drop-down list.
2. In the To this user drop-down list, select the new user who will be responsible for the activities.
3. In the Activities ranging from date field, type or select the starting date from the F2 graphical calendar.
4. In the to date field, type or select the ending date from the F2 graphical calendar.
5. In the Please select the activity types to reassign to the new user area, specify the activities to be
reassigned. The View types are:
○ Call Backs. Scheduled, outgoing telephone calls to make sometime in the future.
○ Messages. Scheduled e-mail messages.
○ Next Actions. Scheduled manual tasks such as sending literature, delivering samples, shipping products, and
so on.
○ Appointment. Scheduled, date-specific meetings with contacts. Can also schedule conference calls.
○ Literature Request. Scheduled fulfillment and shipping of brochures, price lists, and other mass-printed
documentation to one or more contacts.
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○ Forecasted Sales. Scheduled activities indicating the anticipated close date of a pending sale with one of
your contacts.
○ Other Actions. Miscellaneous activities falling outside the other activity categories defined in GoldMine.
○ To-do. Priority-ranked activities without an activity date appear on a separate To-do list, rather than the
date-based Scheduled Activities windows.
NOTE: By default, GoldMine does not link To-Do activities. Each To-Do activity is forwarded daily.
○ Event. Date-specific activities scheduled for one or more days such as conferences and conventions.
6. Select Reassign unlinked activities to include the user's scheduled activities not linked to a contact record.
7. Click Next and then click Finish.
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Opportunity and Project Management
Sales processes often involve multiple contacts and multiple organizations. GoldMine offers two systems for
handling the processes:
■
Opportunity Manager. Lends itself to a complex sales process involving a group of users working as a team
with multiple organizations and contacts. The sale might involve multiple products or services as a package
deal where the customer purchases a part of the package but renegotiates other parts into a different
package. The Opportunity Manager window contains relevant information needed to track a medium-to-long
sales cycle involving multiple contacts, issues, and activities. For more information, see Using the Opportunity
Manager.
■
Project Manager. Oversees complex, long-term projects with multiple components. Projects are usually not
related directly to a particular sale, although they can be converted to an Opportunity when it becomes
apparent that a project has become a sale. The Project Manager window contains relevant information
needed to track a long-term project involving the same components and contacts as a large sales
opportunity. For more information, see Using the Project Manager.
Use the Opportunity and Project Manager windows to view details of the opportunity or project from initial
contact to a closed sale. The sales team can view summary and detailed information about forecasted sales and
activities linked to the opportunity. As the project or opportunity progresses, a complete record of associated
activities ensures the team is making a coordinated effort to complete the sale. The team can also see the decision
makers and linked contacts in the project and act accordingly.
NOTE: For information about modifying field labels and tabs, see Customizing the Opportunity and Project
Managers Properties in the GoldMine Administrator Guide.
Using the Opportunity Manager
Use the Opportunity Manager to oversee complex sales involving many components. The Opportunities tab in the
lower pane of the contact record displays the opportunities associated with the contact.
To Use the Opportunity Manager
1. Select Go To > Opportunities.
2. At the Opportunity Manager, use the toolbar functions to perform general actions and the local menu for
other actions.
3. To view the opportunities assigned to a user, user group, or (all), select the user in the Manager drop-down
list.
4. To filter the displaying opportunities, click on the Show drop-down menu and select the corresponding Status.
To view all opportunities that are not closed, select Active in the drop-down list
5. To create a new opportunity, right-click the upper pane and select New. See Creating Opportunities.
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6. Manage Opportunity details using elements located in these tabs:
○ Influencers. Contacts associated with the opportunity.
○ Products. Products or services you are pursuing as a sales opportunity.
○ Tasks. Schedule a plan of action with specific tasks assigned to users or user groups.
○ Team. GoldMine users and contacts contributing to the opportunity.
○ Issues. Possible roadblocks to the successful completion of the opportunity.
○ Notes. Type free-form notes related to the opportunity.
○ Competitors. Create a list of companies that are competitors for the sale.
○ Details/Links. Simple details and allows you to link documents.
○ Pending. Scheduled activities for the opportunity.
○ History. Completed activities for the opportunity.
NOTE: For details about these tabs, refer to Managing Opportunity and Project Details.
TIP: To sort opportunities or projects in alphanumeric order by one of the column criteria, click the
column label. For example, click the Company label to sort Company records alphabetically.
7. To complete an opportunity, select the opportunity, right-click, and select Win or Lose. (see
Creating Opportunities
Use the following procedure to create an opportunity in the Opportunity Manager.
1. Select Go To > Opportunities.
2. At the Opportunity Manager window click New on the Opportunity Manager toolbar
or
Right-click and select New > New Opportunity from the local menu.
3. At the New Opportunity Prompt dialog box, click:
○ Yes. The Opportunity Wizard opens. (See Using the Opportunity Wizard to continue this procedure.)
○ No. The New Opportunity dialog box appears. Go to step 4.
4. Configure these settings:
○ Company. The company in the current contact record populates this field. To change the contact, click the
Search button and select a company from the Contact Search Center.
○ Contact. Select the primary or additional contact in the drop-down list. Available contacts are those
associated with the selected company.
The Contact field label will change according to the type of record selected. For example, if the selected
record type is Car, then the field label will appear as VIN# with a drop-down list of Vehicle Identification
Numbers.
○ Type. Defaults to Opportunity and cannot be changed in this dialog box.
○ Templates of User. Select the user who is the owner of the template.
○ Please select a template of the selected user. Select a template in the drop-down list. See Creating
Opportunity Templates.
5. Click OK.
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6. At the Opportunity Properties dialog box, select:
○ Opportunity. Change the opportunity name as needed.
○ Company. Defaults to the company selected on the previous dialog box. Type a new company name, as
needed.
○ Manager. Select the user who will be the opportunity manager in the drop-down list.
○ Code. Select the opportunity code by typing or clicking the F2 Lookup arrow.
○ Status. Type or select from the F2 Lookup list.
○ Stage. Type or select from the F2 Lookup list.
○ Source. Type or select the opportunity source from the F2 Lookup list.
○ Units. Type the number of units forecast for the opportunity.
○ Price. Type the price per unit.
○ Probability. Type or select the percentage from the F2 Lookup list.
○ Forecast. Automatically calculates a forecasted sale amount based on the Units and Price; or type or select
the forecasted sale amount from the F2 Lookup list.
○ Closed Amt. Updates with the final amount of a successfully closed sale based on the forecasted amount.
○ Start Date. Select the date the opportunity starts from the F2 graphical calendar.
○ Close by. Select the date the opportunity should end from the F2 graphical calendar.
○ Actual Close. Defaults to the date displayed in End Date. Updates when the opportunity is actually
completed.
7. Click OK to return to the Opportunity Manager window with your new opportunity in the upper pane.
8. Each tab must be updated manually. See Using the Opportunity Manager.
Creating Opportunity Templates
Use the following procedure to create an opportunity template.
1. Select Go To > Opportunities.
2. At the Project Manager window click the New Opportunity drop-down menu button and select New
Template.
The Opportunity Templates Properties dialog box opens.
NOTE: The settings you configure in the template are used when an opportunity is created based on the
template. Carefully consider the settings, for example, the Acct. Manager becomes the default owner and
therefore the default Manager of the opportunity. Users can change the settings as they create the
opportunity.
○ Template Name. Type the name of the template or select a name in the F2 Lookup list.
○ Manager. Select the user or user group in the drop-down list.
○ Code.Type or select a code in the F2 Lookup list.
○ Status. Type or select the starting status for the opportunities created using this template.
○ Stage. Type or select the beginning stage for the opportunities created using this template.
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○ Source. Type or select the source of the opportunity.
○ Probability. Select the percent opportunities should begin at.
○ Forecast. Type or select the expected revenue for the template type. When you create an opportunity based
on the template, the information in the Revenue text box populates the Forecast text box on the
Opportunity Properties dialog box.
○ Number of days to close. Type or select the number.
○ Task dates to be based. Select the date entered for tasks set up for the opportunity. This date appears in
both the Start Date and End Date fields of the Task dialog box.
3. Click OK to save and close.
NOTE: For more information about the various tabs located on the page, refer to Using the Opportunity
Manager.
Creating Opportunities Based on Templates
1. In the Opportunity Manager, right-click the upper pane and select New > New Opportunity based on a
Template. The New Opportunity dialog box appears.
2. Company defaults to the current Contact Record. To change Company, click the Contact Search button and
select a different contact using the Contact Search Center.
3. Select the associated Contact in the drop-down list.
4. In the Templates of User drop-down list, select the owning user of the template to use.
5. In the Please select a template of the select user drop-down list, select the template.
6. Click OK. The Opportunity Properties dialog box appears.
7. Type or select the Opportunity name.
NOTE: Manager defaults to the Acct. Manager in the template.
8. Change any values added from the template.
9. Click OK to save and close.
Using the Opportunity Wizard
Use the Opportunity Wizard to create a sales opportunity and configure the basic information.
1. Select Go To > Opportunities.
2. At the Opportunity Manager, right-click the upper pane and select New.
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3. At the New Opportunity Prompt dialog box, select Yes to view the Opportunity Wizard: Welcome dialog box.
If you click No, the New Opportunity dialog box opens.
The Company field defaults to the active contact record. Click the Search button to launch the Contact Search
Center and then select the new contact record.
4. Contacts and additional contacts available in the Contacts drop-down list are associated with the selected
company. Select the contact for the opportunity and click Next.
5. At the Description dialog box, complete these fields:
○ Enter or select a description for the opportunity below. Type or select a name from the F2 Lookup list.
○ Templates of User. Select the user or user group in the drop-down list.
○ Please select a template of the selected user. Select in the drop-down list. The templates displayed are
owned by the user selected in the Templates of Users field.
Click Next.
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6. At the Overview dialog box, complete these fields:
○ Manager. Select the owning user or user group in the drop-down list.
○ Code. Type or select a code from the F2 Lookup list.
○ Probability. Type or select the percent probability of success.
○ Stage. Type or select the stage the opportunity is beginning at. This field commonly defaults to 10 - Initial
Contact.
○ Source. Type or select the source of the opportunity from the F2 Lookup list.
○ Start Date. Type or select the starting date from the F2 graphical calendar.
○ Close by. Type or select the ending date from the F2 graphical calendar.
Click Next.
7. At the Influencers dialog box, click New, Edit or Delete and complete the appropriate window.
8. Click Next.
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9. At the Finish dialog box complete these fields:
○ Manager. Select the user or user group in the drop-down list.
○ Probability.Type or select the percent probability of success from the F2 Lookup list.
○ Forecast.The field auto-populates based on data entered in the Forecasted Sales dialog box.
○ Close by. Select the closing date from the F2 graphical calendar.
10. Click Finish. The opportunity is added to the upper pane of the Opportunity Manager.
Using the Project Manager
The Project Manager enables you to oversee complex projects involving many components.
Use the following procedure to open and use the Project Manager.
1. Select Go To > Projects.
2. At the Project Manager window, use the icons on the toolbar to perform general actions and the local menu for
other actions.
3. To create a project, right-click the upper pane and select New.
See Creating Projects.
4. To filter the displaying projects, click on the Show drop-down menu and select the corresponding Status. To
view all projects that are not closed, select Active in the drop-down list.
5. Select the project and manage project details using the tabs:
○ Contacts. Contacts associated with the project.
○ Task. Schedule a plan of action with specific tasks assigned to users or user groups.
○ Team. GoldMine users and contacts contributing to the project.
○ Issues. Possible roadblocks to the successful completion of the project.
○ Notes. Type free-form notes related to the project.
○ Details/Links. Displays simple details; lets you link documents.
○ Pending. Scheduled activities for the project.
○ History. Completed activities for the project.
NOTE: For more information about the various tabs located on the page, refer to Using the Opportunity
Manager.
Creating Projects
Use the following procedure to create a new project.
1. Select Go To > Projects.
2. At the Project Manager dialog box, click New, or right-click and select New > New Project from the local menu.
3. At the New Project Prompt dialog box, click:
○ Yes. The Project Wizard appears.See Using the Project Wizard.
○ No. The New Project dialog box appears.
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4. Complete the following fields as needed and then click OK.
○ Company. The company in the current contact record populates this field. To change the contact, click the
Search button to the right and select a company from the Contact Search Center.
○ Contact. Select the primary or additional contact in the drop-down list.
The Contact field label will change according to the type of record selected. For example, if the selected
record type is Car, then the field label will appear as VIN# with a drop-down list of Vehicle Identification
Numbers.
○ Type. Defaults to Project and cannot be changed in this dialog box.
○ Templates of User. Select the user who is the owner of the template to use.
○ Please select a template of the selected user. Select a template in the drop-down list (see Creating Project
Templates).
5. At the Project Properties dialog box, complete these fields as needed.
○ Project. Type or select the project name from the F2 Lookup list.
○ Company. Type the new company name if the name in the field is not the correct company name.
○ Manager. Select the project manager in the drop-down list.
○ Code. Select the project code by typing or selecting an entry from the F2 Lookup list.
○ Status. Type or select.
○ Stage. Type or select.
○ Source. Type or select the source of the project from the F2 Lookup list.
○ Start Date. Select the date the project starts from the F2 graphical calendar.
○ End Date. Select the date the project should end from the F2 graphical calendar.
○ Actual End. Defaults to the date displayed in the End Date. Updates when the project is completed.
6. Click OK to return to the Project Manager window with your new project listed in the upper pane. Each tab
must be updated manually.
Editing Projects
The Project Manager Contacts tab displays the Company, Contact, Title, and Role of related contacts. Edit the
contacts using the Contacts local menu.
Use the following procedure to edit a project.
1. In the Project Manager, select the project to edit.
2. Right-click and select Edit.
3. At the Project Properties dialog box appears, edit the fields as needed and then click OK.
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Creating Project Templates
Use the following procedure to create a project template.
1. Select Go To > Projects.
2. At the Project Manager window click the New Project drop-down menu button and select New Template.
The Project Templates Properties dialog box opens.
NOTE: The settings you configure in the template are used when an opportunity is created based on the
template. Carefully consider the settings, for example, the Acct. Manager becomes the default owner and
therefore the default Manager of the opportunity. Users can change the settings as they create the
opportunity.
3. Complete the fields as needed.
○ Template Name. Type the name of the template or select a name in the F2 Lookup list.
○ Manager. Select the user or user group in the drop-down list.
○ Code. Type or select a code in the F2 Lookup list.
○ Status. Type or select the starting status for the opportunities created using this template.
○ Stage. Type or select the beginning stage for the opportunities created using this template.
○ Source. Type or select the source of the opportunity.
○ Number of days to complete. Type or select the number of days needed to complete the project.
○ Task dates to be based. Select the date entered for tasks set up for the project. This date appears in both
the Start Date and End Date fields of the Task dialog box.
4. Click OK to save and close.
Using the Project Wizard
The Project Wizard takes you through the process of creating a project, configuring basic information, and setting
the initial information in the tabs. The Projects tab on the contact record displays the projects associated with the
contact.
Use the following procedure to open and use the Project Wizard.
1. Select Go To > Projects.
2. At the Project Manager window, right-click the upper pane and select New.
3. At the New Project Prompt dialog box, select Yes.
The Project Wizard: Welcome dialog box opens. The Company defaults to the active contact record.
For another contact record, click the search button to launch the Contact Search Center and then select the
contact.
4. The contacts and additional contacts available in the Contacts drop-down list depend on the company selected.
Select the contact for the project and click Next.
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5. At the Description dialog box, complete the fields as needed.
○ Enter or select a description for the project below. Type or select a name from the F2 Lookup list.
○ Templates of User. Select the user or user group in the drop-down list.
○ Please select a template of the selected user. Select in the drop-down list. The templates displayed are
owned by the user selected in the above field.
Click Next.
6. At the Overview dialog box, completed as needed.
○ Manager. Select the owning user or user group in the drop-down list.
○ Code. Type or select a code from the F2 Lookup list.
○ Stage. Type or select from the F2 Lookup list the stage the project begins at.
○ Source. Type or select from the F2 Lookup list.
○ Start Date. Type or select from the F2 graphical calendar.
○ Close Date. Type or select from the F2 graphical calendar.
7. Click Next to view the Influencers dialog box. See Editing Opportunity Influencers.
8. Click Next to view the Team Members dialog box. See Editing Teams.
9. Click Next to view the Issues dialog box. See Editing Issues.
10. Click Next to view the Details/Links dialog box. See Editing Details/Links.
11. Click Next to view the Finish dialog box.
12. At the Finish dialog box, complete the following fields as needed:
○ Manager.Select the user or user group in the drop-down list.
○ Code. Type or select the code from the F2 Lookup list.
○ Stage. Type or select the beginning stage from the F2 Lookup.
○ Close by. Select the closing date from the F2 graphical calendar.
13. Click Finish.
The project is added to the upper pane of the Project Manager.
Managing Opportunity and Project Details
The following topics describe the various tabs located on the Opportunities and Project pages.
■
Editing Project Contacts
■
Editing Opportunity Influencers
■
Editing Products and Services
■
Editing Tasks
■
Editing Teams
■
Editing Issues
■
Editing Notes for Opportunities and Projects
■
Editing Competitors
■
Editing Details/Links
■
Editing Pending Activities for Opportunities and Projects
■
Editing History Information for Opportunities and Projects
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Editing Project Contacts
The Project Manager Contacts tab displays the Company, Contact, Title, and Role of related contacts. Edit the
contacts using the Contacts local menu.
1. In the Project Manager, select a project and click the Contact tab in the lower pane.
2. Right-click and select New.
3. At the Contact dialog box, edit the fields:
○ Company. Click the search button to the right to launch the Contact Search Center and select the company.
○ Contact. The contacts and additional contacts listed in the drop-down list depend upon the company
selected.
○ Title.Type or select the contact’s official title.
○ Role. Type or select the role defining the contact’s relevance to the project.
○ Notes. Type in extra information about the contact.
4. To change a linked contact, right-click and select Relink to Another Contact. The Contact Search Center
appears. Double-click the new contact you want to link to.
5. To display the Contact Record of the selected contact in the Project manager, right-click and select Go to
Contact Record.
The Contact Record window displays the selected contact.
6. To delete a contact from the list, right-click and select Delete.
7. To edit the information in the Contact dialog box, right-click and select Edit.
Editing Opportunity Influencers
The Influencers tab in the Opportunity Manager displays the Company, Contact, Title, Role, and Response Mode
columns. Influencers are contacts associated with the Opportunity. Edit influencers using the local menu.
1. In the Opportunity Manager, select the Influencers tab in the lower pane.
2. Right-click and select Edit.
3. At the Influencer dialog box, complete the fields as needed.
○ Company. Click the search button to the right of the field and select Look up contact which launches the
Contact Search Center.
Select a contact, or select Create a new contact which launches the New Company and Contact dialog box
to create a new contact record.
○ Contact. The contacts and additional contacts listed in the drop-down list depend upon the company
○
○
○
○
selected.
Title. Type or select the contact's official title.
Role. Type or select the role defining the contact's relevance to the opportunity.
Response Mode. Type or select the way the influencer is likely to respond when contacted about a sale.
Notes. Extra information about the influencer.
4. To change a linked contact, right-click the Influencer tab and select Relink to Another Contact.
The Contact Search Center appears.
○ Select the contact to exchanging with the highlighted contact from the Influencer tab.
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5. Right-click and select Go to Contact Record to display the contact record of the selected contact in the
Opportunity manager.
6. To delete a contact from the list, right-click and select Delete.
7. To add an influencer, right-click and select New.
Editing Products and Services
The Products tab displays Close Date, %Prb, Forecast, Product, Contact, and User columns. Edit the products using
the local menu.
1. In the Opportunity Manager, select the Prods/Svcstab in the lower pane.
2. To change options for a product or service, select the forecasted sale, right-click, and select Edit. The Schedule
a Forecasted Sale dialog box appears.
3. To view a product, highlight the activity, right-click, and select Zoom. The Scheduled Activity Zoom window
appears. Scroll through the activities by clicking Next and Previous. Click Complete to complete the activity or
Delete to remove it from the list.
4. To complete a product sale and file it in the History tab, right-click and select Complete. The Complete an
activity dialog box appears. Update the fields and then click OK.
5. To add a product, right-click and select Schedule. Select Forecasted Sale to add a forecasted sale to the
Prods/Svcs tab. Other options, including Call, Appointment, Next Action, are scheduled and displayed on the
Pending tab in the Opportunity Manager.
6. To quickly send an e-mail to the linked customer on a forecasted sale, right-click and select Reply. The Reply to
an Activity dialog box appears. File the e-mail in History, delete it, or retain it in the inbox. Notes also carry
over.
7. To display only products that meet a particular criteria, right-click and select Options > Filter. The Activity Filter
dialog box appears.
8. To locate a particular product, use the Find option. Right-click and select Find. Type a character string in the
Find What box on the Find dialog box.
9. To send the data in the Products tab to an outside format, right-click and select Output to. Send the data to
the printer (as a GoldMine Report), Word, Excel, or the Clipboard.
10. To remove a product from the list, right-click and select Delete.
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Editing Tasks
The Tasks tab in the Opportunity Manager and the Project manager displays Reference, Status, Priority, and User
columns, as well as a Gantt chart calendar. Tasks represent the scheduled plan of actions for the successful
completion of an opportunity or project. Edit tasks using the local menu.
Use the following procedure to edit tasks.
1. In the Opportunity or Project Manager, click the Tasks tab in the lower pane. Right-click and the local menu
appears.
2. To view the Gantt chart for tasks outside the viewing dates, right-click and select Go to Task.
The Gantt chart jumps to the starting date for the selected task.
NOTE: To change the date ranges displayed in the Gantt chart calendar, right-click the chart. Each right-click
on the chart takes you up one level, starting at weekly and going on to monthly, yearly, and so on. To go down
an increment, left-click for each level.
3. To mark a task as completed, right-click and select Complete.
The task is marked on the calendar and the Status column is updated to Completed.
4. To locate a particular task, use the Find option.
○ Right-click and select Find.
○ Type a character string in the Find What box on the Find dialog box.
A character string is any series of alphanumeric characters (including spaces) treated as a group.
5. To send data in the Task tab to an outside format, right-click and select Output to.
Select from Send data to the printer (as a GoldMine Report), Word, Excel, or the clipboard.
6. To change the options for a task, right click and select Edit.
At the Task dialog box complete the following fields as needed.
○ Reference. Type or select a predefined reference from the F2 Lookup list.
○ Status. Type or select a status level for the task.
○ Start Date. Type or select the beginning date of the task from the F2 graphical calendar.
○ End Date. Type or select the date the task should be completed from the F2 graphical calendar.
○ User. Select the user or user group the task is assigned to in the drop-down list.
○ Priority. Type or select the rank from the F2 Lookup list.
○ Color. In the drop-down list, select the color to displays for the task on the Gantt chart calendar.
○ % Done. Using the up and down arrows, select the percent of the task completed.
○ Notes. Add notes as needed.
○ Completed Task. Select this option if the task is already completed. The Status in the Task tab is updated as
(Completed).
7. To remove the task from the list, right-click and select Delete.
8. To add a task, right-click and select New.
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Editing Teams
The Team tab displays Member, Title, Department, and Role columns. Edit the team using the local menu.
Use the following procedure to edit teams.
1. In the Opportunity or Project Manager, click the Team tab in the lower pane.
2. To change settings for a team member, right-click and select Edit.
3. At the Opportunity or Project Team Member dialog box, complete the fields as needed.
○ Type. Select User (for GoldMine users) or Other Contact (for a contact in the database).
○ Member. If you selected User, the drop-down list displays users to choose from. If you selected Other
Contact, click the Search button to the right and locate the contact to add in the Contact Search Center.
Then select one additional contacts in the drop-down list.
○ Title. Type or select the team member's title from the F2 Lookup list.
○ Department. Type or select the team member's department.
○ Role. Type or select the team member's role in the opportunity or project from the F2 Lookup list.
○ Notes. Type specific notes related to the team member.
4. To display the Contact Record for the Other Contact, right-click and select Go to Contact Record.
5. To remove the team member from the list, right-click and select Delete.
6. To add a team member, right-click and select New.
Editing Issues
The Issues tab displays Priority, Date, Status, Issue, and User columns. Edit issues using the local menu.
1. In the Opportunity or Project Manager, select the Issues tab in the lower pane. Right-click, and the local menu
appears.
2. To update an issue, right-click and select Edit. The Issue dialog box appears.
○ Issue: Type or select a descriptive title for the issue from the F2 Lookup list.
○ Status: Type or select a status.
○ Priority: Type or select a relative priority for the issue from the F2 Lookup list.
○ Date: Click on the F2 Lookup arrow to select a date using the graphical calendar.
○ User: Select the user in the drop-down list.
○ Notes: Type a complete description of the issue.
3. To remove the task from the list, right-click and select Delete.
4. To add an Issue, right-click and select New.
Editing Notes for Opportunities and Projects
The Notes tab displays a general text box. Edit the notes using the local menu.
Use the following procedure to edit notes.
1. In the Opportunity or Project Manager, click the Notes tab in the lower pane.
2. To add a note, click the mouse in the text box. A blinking cursor appears. Type text to add to the note.
3. To edit the note, highlight the text to alter and right-click.
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4. At the local menu, complete the fields as needed.
○ Undo: Undo the last editing action on highlighted text.
○ Cut: Removes the select text.
○ Copy: Copies the selected text to the clipboard.
○ Paste: Pastes the last copied text to the location of the blinking cursor.
○ Delete: Deletes the text.
○ Select All: Highlights all the text in the note.
Editing Competitors
The Opportunity Manager Competitors tab displays the Company, Product, Strengths, Weaknesses, Rating, Status,
and Contact columns. Competitors are companies or contacts who are your competitors for a sale. Edit the
competitors using the local menu.
1. In the Opportunity Manager, select the Competitors tab in the lower pane.
2. To change the competitor options, right-click and select Edit. The Competitor dialog box appears.
○ Competitor: Type or select the competitor from the F2 Lookup list; or click the search button to the right to
launch the Contact Search Center and select a company.
○ Contact: The contacts and additional contacts listed in the drop-down list depend upon the company
selected.
○ Rating: Type or select the competitor's rating.
○ Status: Type or select the competitor's status.
○ Product: Type or select the product name or type.
○ Strengths: Type or select the strength of the competitor's product.
○ Weaknesses: Type or select the weakness of the competitor's product.
○ Notes: Additional information about the competitor.
3. To change a linked competitor, right-click and select Relink to Another Contact. The Contact Search Center
appears. Select the contact to exchange with the highlighted contact from the Competitor tab.
4. To display the Contact Record of the selected competitor in the Opportunity Manager, right-click and select Go
to Contact Record.
5. To delete a competitor from the list, right-click and select Delete.
6. To add a competitor, right-click and select New to open the Competitor dialog box.
Editing Details/Links
In the Opportunity or Project Manager, the Details/Links tab links documents, program executables, and Web sites
to the opportunity or project. The tab displays Item, Reference, and Linked Document columns. Edit the Detail/Links
information using the local menu. Use the following procedure to edit details and links.
1. In the Opportunity or Project Manager, select the Details/Links tab in the lower pane.
2. To change the options on a detail or link, right-click and select Edit.
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3. At the Detail Properties dialog box, complete the fields as needed.
○ Item. Type or select a name for the detail from the F2 Lookup list.
○ Reference. Type or select a description of the item; or, if you are linking a Web site, type the URL. For
example, www.goldmine.com.
○ Document is GoldMine Merge Form. Select this option if linking a Word document you used with the
document merge functionality.
○ Allow File to Synchronize. Select a Detail/Link to synchronize to remote users.
○ File Name. Browse to the location of the document or .exe to link.
4. To launch a linked document or .exe, highlight the detail, right-click, and select Launch.
5. To launch a linked Web site, highlight the detail, right-click, and select Launch Web Site from the local menu.
6. To locate a particular detail, use the Find option. Right-click and select Find. Type a series of alphanumeric
characters (including spaces) in the Find What box on the Find dialog.
7. To send the data in the Details/Links tab to an outside format, right-click and select Output to. Send the data
to the printer (as a GoldMine Report), Word, Excel, or the clipboard.
8. To remove the detail from the list, right-click and select Delete.
9. To add a Detail, right-click and select New.
Editing Pending Activities for Opportunities and Projects
The Pending tab displays Activity, Date, Time, User, Code, Contact, and Reference columns. Edit the pending
activities using the local menu.
Use the following procedure to edit pending activities.
1. In the Opportunity or Project Manager, select the Pending tab in the lower pane.
2. Right-click, and select Zoom.
The Scheduled Activity Zoom window opens.
○ Scroll through the activities by clicking Next and Previous.
○ Click Complete to complete the activity or Delete to remove it from the list.
NOTE: The Preview Pane can be used in place of the Zoom command on the context menu.
3. To complete an activity and file it in the History tab, right-click and select Complete.
At the Complete an activity dialog box, update the fields and click OK.
4. To schedule activities, right-click and select Schedule, then select an option (see Scheduling and Completing
Activities).
5. To quickly send an e-mail to the linked customer on a pending activity, right-click and select Reply.
○ At the Reply to an Activity dialog box, file the e-mail in History, delete it, or retain it in the inbox. Notes can
carry over.
6. To display only pending activities that meet a particular criteria, right-click and select Options > Filter.
At the Activity Filter dialog box, use the Find option to locate a particular detail.
○ Right-click and select Find.
○ Type a character string in the Find What box on the Find dialog box.
A character string is any series of alphanumeric characters (including spaces) treated as a group.
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7. To send the data in the Pending tab to an outside format, right-click and select Output to.
○ Send the data to the printer (as a GoldMine Report), Word, Excel, or the clipboard.
8. To quickly update a many activities, right-click and select Options > Auto-Update.
9. To remove the detail from the list, right-click and select Delete.
10. To add a Detail, right-click and select New.
Editing History Information for Opportunities and Projects
The History tab displays Date, User, Activity, Result, Code, Contact, and Reference columns. Edit history information
using the local menu.
Use the following procedure to edit history information.
1. In the Opportunity or Project Manager, click the History tab in the lower pane.
2. To change options for a History record, right-click and select Edit.
3. Right-click and select Zoom.
At the Completed Activity Zoom, scroll through the activities by clicking Next and Previous.
NOTE: The Preview Pane can be used in place of the Zoom command on the context menu.
4. To display only history records that meet a particular criteria, right-click and select Options > Filter.
At the Activity Filter dialog box, to locate a particular record, use the Find option.
○ Right-click and select Find.
○ Type a character string in the Find What box on the Find dialog box. A character string is any series of
alphanumeric characters (including spaces) treated as a group.
5. To send the data in the History tab to an outside format, right-click and select Output to.
○ Send the data to the printer (as a GoldMine Report), Word, Excel, or the clipboard.
6. To remove the record from the tab, right-click and select Delete.
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Contact Management
GoldMine uses the contact record (contact) as the core component to which all information is tied. When a
contact is added to GoldMine's database, a contact record is created. It contains such basic information as name,
address, and telephone information about a person or company you keep in contact with. The record's many fields
record pertinent and updated information, always making the newest information available to GoldMine users
working with the contact.
NOTE: The default view for contact records is the Contact List view. Double-click on a contact to open that
contact record.
The contact record has two basic sections:
■
Upper section. Contains standard contact information such as name, address and telephone numbers, and five
user-definable fields. This part of the screen is the primary contact information because it displays the
company's name and the name of the company's primary contact. It is common to complete the rest of the
contact record with information related to the primary contact of that company.
■
Lower part. Organizes secondary information, such as Relationships, notes, pending activities, and history
records, into Contact tabs storing information linked to the contact record. For contact tab information, see
About the Relationships Tab.
Each record also has a set of associated customizable properties:
■
Record-related Settings. Phone number format, record ownership, and alerts. For more information, see
About the Relationships Tab.
■
Contact Details. Occasions, free/busy, and digital IDs. For more information, see Working with Contact Details.
About Contact Record Tabs
The tab bar appears in the middle of a contact record. It contains a series of tab folders for organizing information
related to the contact including Relationships, Details, Notes, GM+View, Pending, History, Opportunities, Projects,
and Cases.
To View the Information on a Tab
■
Select a tab from the default layout, or customize the tab layout by selecting from the pull-down menu at the
right of the window.
■
Shortcut key. Type a shortcut key to launch the tab (see Contact Record Shortcut Keys).
■
Mouse. If your layout includes more tabs than fit in the contact record window, click the drop-down arrow at
the beginning of the row and select the tab from the menu.
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A selected tab moves to the front and changes color. The lower part of the Record displays information specific to
the tab. Use the scroll bars or resize the window to view all the information. Or change the displayed tabs based on
User Options.
Tabs have local menus. Right-click to display. To apply a command to a listed record, select the record, then rightclick to display the local menu.
Contact Record Tabs
The following tabs are available in GoldMine:
■
Cases. Shows the case information for a contact. See Using the Service Center.
■
Contacts. Displays information about additional contacts.
■
Details. Stores information about the contact, such as e-mail addresses, pager PIN, birthdays and so on. See
About the Details Tab.
■
Field. Displays information in the user-defined fields.
■
GM+View. Creates a customizable information page using HTML capabilities.
■
History. Stores completed scheduled/unscheduled activities for the contact. See Scheduling Activities.
■
Relationships. Shows the graphic interface for a contact. For more information, see About the Relationships Tab.
■
Link. Lists files linked to the contact. See Linking Files to a Contact Record.
■
Members. Displays the contact Groups (Fixed set of contact records that meet an initial set of conditions. See
Groups.
■
Notes. Stores freeform information about the contact. See About the Notes Tab.
■
Opportunities. Displays opportunities linked to the contact. See Opportunity and Project Management in the
GoldMine Administrator's Guide
■
Pending. Displays all activities scheduled for the contact. See Scheduling Activities.
■
Projects. Displays long-term projects to which the contact is linked. See Opportunity and Project Management in
the GoldMine Administrator's Guide.
■
Processes. Displays the Automated Processes attached to the contact.
■
Referrals. Referrals create a link between two contact records in the database. See About the Referrals Tab.
■
Summary. Displays activity information for the contact and the contact record. See About the Summary Tab.
■
Ticket. Available when using GoldMine with an E-License, on an SQL database, and integrated with Ivanti. For
more information about the Ticket tab, see the Ticket Transfer Utility with Ivanti Service Manager Integration
section in the GoldMine Administrators Guide.
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To Customize Contact Record Tabs
You can customize the Contact Record tabs to your particular needs. You can add or delete a tab, rearrange the
order in which they appear or rename the tabs.
1. At the Contact Record tabs area, click the more tab which appears left of the tabs.
A list of the tabs appears.
2. Click Customize to view the Display Tabs dialog box.
○ To add a tab, check the box next to the tab name you want to display and then click OK.
○ To delete a tab, uncheck the box next to the tab name you want to delete and then click OK.
○ To rearrange the order of the tabs, select the tab and click the Move Up or Move Down and then click OK.
The tabs order changes.
○ To rename a tab, select the tab and click Rename. Type the new name in the dialog box and click OK. The
new name appears on the tab. To make this change global throughout GoldMine, click Customize tab
labels globally.
○ To abandon the changes, click Reset and then click OK. The original tabs, tab names, and tab order appear.
About Creating Contact Records
Create contact records several ways:
■
Create a new record for a new company.
■
Create a new contact with a new relationship tree (organizational chart).
■
Create a new contact based on a record type.
Creating New Default Record Types
Create Contact Records several different ways. The method outlined here creates a new record based on a record
type. Also create a new contact with a new organizational chart or create a new contact linked to an existing
organizational chart.
New records based on record types require you to configure the new record creation options for the various record
types in the Record Types Administration Center. To create records based on record types, you must use Field valuebased rules.
1. Open the File menu and select New > New Default Record Type. The New Company and Contact dialog box
appears.
The dialog box displays fields specified when configuring the new record creation options.
2. In each field, type or select the value in F2 Lookup lists. For more information see also Creating a New
Template.
3. Select View in new window to open the record in a second contact window when completing the Add a New
<record type name> Record dialog box. Click OK.
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4. The Duplicate Checking area displays up to 4 fields that you can select for duplicate checking. The Company
and Contact name fields are checked by default and cannot be unchecked. Check other fields as required.
Based on the fields selected, this option verifies that you are not duplicating an existing record.
5. Click OK. The contact window displays the record. Complete the primary fields not included in the dialog box.
Also select the Fields tab and complete the necessary fields in the Custom Screen associated with the record
type.
Creating a New Contact Record
Use the following procedure to create a new record for a new company.
Note that required fields display with a surrounding red box. If you do not enter data in a required field the Required
Fields Alert dialog box opens.
1. Click New Record button, or open the File menu and select New > New Record.
The New Record dialog box opens.
2. At the Record Type dropdown box, select the type of contact you want to create from the pull-down menu.
The set of record types available depends on the configuration of your GoldMine system.
To create a new contact record with a new contact or company, select [Plain contact record].
3. Click in the area right of each field name, and in the dropdown box select or type the information for the field.
○ Company. Type in the name of the organization for this record (required field).
○ Contact. Type in the first name of the primary contact at the company (required field).
○ Last. Type in the last name of the primary contact at the company.
○ Prefix. Select the prefix (Mr., Mrs., and so on) of the primary contact at the company.
○ Dept. Type in or select the Department designation of the primary contact at the company.
○ Title. Type in or select the title designation, (Account Manager, Consultant and so on) of the primary contact
at the company.
○ Source. Type in or select the source of the contact, for example Phone book, newspaper, and so on.)
○ Record type. Type in or select the type of record, for example EU Customer, Press, and so on.
○ Industry. Type in or select the industry of the primary contact, for
○ Phone (1, 2, 3). Type in the telephone number(s) for the primary contact.
NOTE: To enter international telephone numbers, click the International Phone Format checkbox. If you
leave this field blank, GoldMine applies United States and Canadian formatting to the telephone number. If
you select this checkbox, telephone number are not formatted.
○ Fax. Type in the Fax number for the primary contact.
○ E-mail Address. Click the down arrow and complete the e-mail internet e-mail address for the contact. The
e-mail address stores in the Details tab and displays in the primary contact panes.
○ Web Site. Type in or select the Web site associated with the contact or the company. A typical Web site
address appears in the format http://www.something.com; for example, http://www.ivanti.com.
GoldMine stores this address as a Details tab.
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4. In the Creation Method area, select the desired options.
○ Copy Current record. Click on this option to use an existing contact record as a template for a new record to
avoid having to type the same entries in primary fields. Click this checkbox to create a contact record with
the primary field entries copied from the active record. The Contact, E-mail Address, Title, and Dept fields
are not copied. To create a completely new Contact record, do not select this option.
○ View in new window. Click this checkbox to display the new record in a separate window appearing in front
of the current contact record, which remains in your work area. The new record becomes the active
record.
5. In the Duplicate Checking area, select the fields to be checked for duplicate data in other contact records. If
GoldMine finds a match, you will receive a warning that the record already exists and it asks you whether to
proceed.
○ Company and Contact name. Check this box to have GoldMine check the company and contact names and
displays a warning if they already exist.
○ Phone number. Check this box to have GoldMine check the Phone 1 field for existing records that have the
same telephone number as the one entered for the new contact.
○ E-mail. Check this box to have GoldMine check the e-mail address to see if it already exists.
6. Click OK.
Duplicate Warnings
GoldMine checks company names, contact names, phone numbers and e-mails for possible duplicates. If a duplicate
exists, a warning appears.
Duplicate Company or Contact Names
If you create a new record and enter a company name or contact name that already exists for another record, a
Warning dialog box opens.
■
Click Show Contact to see the record that contains the duplicate name.
■
Click Add Anyway to add the record with the duplicate company or contact.
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Duplicate Phone Numbers
If you create a new record and enter a phone number that already exists for another record, a Warning dialog box
opens.
■
Click Show Contact to see the record that contains the duplicate telephone number.
■
Click Add Anyway to add the record with the duplicate telephone number.
Duplicate E-mail Addresses
If you create a new record and enter an e-mail address that already exists for another record, a warning dialog box
opens.
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In this dialog box, you can choose from the following options:
■
Click the Leave the E-mail address attached to contact XXX (do not attach to this contact) radio button to
keep the e-mail address with the original contact.
■
Click the Attached E-mail addresses to this contact (create duplicate) radio button to keep the e-mail address
duplicate.
■
Click the Move the e-mail to this contact (remove from contact XXXX) radio button to keep the e-mail address
and remove from the original contact.
Adding Contacts to an Existing Company
You can create a new contact and add it to an existing company. These contacts will appear on the Relationship tab.
1. At the Contact list view, double-click on a contact.
The Detail view for the contact opens.
2. Click on the Relationship tab and then click Add Contact.
The Add Relationship dialog box opens.
3. The company attached to the contact is the default in the Company field. To search for another company, click
the Search button.
The Search Center opens and you can select the company you want.
4. At the Contact field, click the down arrow to select the new contact.
5. At the Relation field, click the down arrow to select the relationship of the new contact to the company.
To create a new relation, click the down arrow, then select Add New and then type in the new relation.
6. Click one of the following:
○ Save and New. The new relationship appears in tree form on the Relationship tab.
○ Save and Close. The new relationship appears in tree form on the Relationship tab and closes the Add
Relationship dialog.
○ Cancel. Cancels the relationship.
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Required Fields Alert Dialog Box
The Required Fields Alert dialog box display when saving or leaving a Contact Record with one or more fields
requiring data, or when changing a primary fields view without populating the field. When receiving this warning,
enter the correct data or override the field requirements.
NOTE: When using GoldMine Web there is no alert for Required Fields. Instead, the field displays a
placeholder message requesting data and is outlined in red. Entering data removes the validation message. If
no data is entered for a required field, you will be unable to save the record.
■
If you want to configure the Required Data Entry setting for a field, click the Security tab on the Field Properties
dialog box and make the desired changes. For more information, see Editing Field Properties (Security Tab) in
the GoldMine Administrator's Guide.
■
If you want to override the required field, you must have the Required field override option selected on the
Access tab on the User Properties dialog box. All users that are allowed to override must have a password. For
more information, see Editing Field Properties (Security Tab) in the GoldMine Administrator's Guide.
To Override Required Fields
1. When the Required Fields Alert dialog box appears, select either:
○ OK. Closes the dialog box, letting you add data to the fields.
○ Skip Required Entry. Expands the dialog box, letting you specify the reason and authorize the override.
2. If you selected Skip Required Entry, the dialog box expands. In the Reason field, type the reason for not
updating the field or select the reason from the F2 Lookup list.
3. At the Authorizing user drop-down list, select the user with permission to override the entry.
4. Type the user's Password.
5. Click Authorized!.
6. Save the contact record without the required data; an Override activity adds to the History tab of the record.
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Editing Contact Records
You can update contact records with new information or changes.
1. Position the mouse cursor inside the field and click to activate a cursor.
2. Type your changes in the selected field, or edit based on F2 Lookup values.
To edit based on the F2 Lookup list, click the right-facing arrow or press F2 to display the predefined field values.
Select the value to update the field with. You can add values to the F2 Lookups.
3. To advance between fields, press the Tab key. You can also select fields by clicking CTRL+(First letter of field
label).
Note that the Tab key goes through fields in the order set in the Field Properties dialog box > Layout tab >
Field Order area.
Change the order by changing the Position Number. This does note affect where the fields display in the
Contact record.
4. After editing the contact fields, pressESC or go to the next record to edit.
Some fields, such as the Last Update field on the Summary tab, are display-only. GoldMine generates the
value of these fields automatically, and prevents the user from making changes. If you click on one of these
fields with the left mouse button, no action will take place.
Printing Contact Records
When you make a print request, GoldMine gathers the contact information into a report and then prints the report.
1. Select the contact record you want to print and click the Print button.
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2. At the Print Report dialog box, complete the fields:
○ Type. Select the product type of report, for example GoldMine.
○ Category. Select the category of report, for example Service Report or Contact Report.
○ User. Select the user of the report, if needed.
○ Report. The name of the report.
○ Current contact only. Select this option to print a report for the contact.
○ All contacts in the following filters or groups. Select this option to print all contacts or all contacts in a filter
or group, and then select the filter or group. The default is All Contacts.
○ To send the report to a window online, select Window. To send the report to a printer, select Printer.
The report displays or starts to print.
Linking Files to a Contact Record
GoldMine stores linked document records under the Links tab. For example, if a prospect calls to discuss a bid you
sent, retrieve the document by double-clicking the link stored with the prospect’s record.
Use linked documents as the basis of building a group.
Also manually link documents using the local menu in the Links tab or by dragging and dropping files from Microsoft
Windows Explorer into GoldMine. In addition to file links, link any Windows folder to a contact record.
Displaying Multiple Contact Records
Display many contact records in the GoldMine work area. Only one record can be active on the screen.
1. At the Contacts list view, select Window > New Contact Window.
A new contact window appears with the same information as the first contact window.
2. Scroll through the contacts. If you have a large amount of contacts, use the Contact Search Center or the
Universal Search to locate the contact.
Each new contact window you open is a duplicate of the active window.
Deleting Contact Records
You can delete contact records from your database using the Delete option or the Delete Wizard.
To use the Delete Wizard, you must have Master Rights. For more information see Using the Delete Wizard.
To delete all or part of a record, the record must be active on the screen, and you must have both Delete and Edit
Tab Folders permissions.
Use the following procedure to delete a contact record.
1. Select the contact record to delete.
2. Click Delete
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3. At the Delete contact record dialog box select an option.
NOTE: By default, all checkboxes are selected. Review selected boxes before selecting Delete. You cannot
undo deletions.
○ Delete the selected contact record. Deletes the current contact record, including its related additional
contacts, detail entries, and referrals. History records for the contact are not deleted, but become unlinked
activities.
○ Delete contact’s scheduled activities. Deletes all pending activities for the current contact.
○ Delete contact’s history records. Deletes all history of activities for the current contact record. Since the
same history file is used for viewing the Completed Activities history for a specific user, deleting the history
of a contact record affects the activity analysis statistics for all the users who have completed those
activities.
NOTE: E-mails are not deleted but only unlinked. This is valid for pending e-mails (scheduled) and also for filed
e-mails (history).
○ Delete contact’s opportunity/project records. Deletes all opportunity and/or projects linked to a contact.
These records are removed from the Opportunities tab and/or the Projects tab. Selecting this option does
not delete the opportunity or project from the Opportunity/Project Manager.
○ Delete contact's cases. Deletes all cases linked to an opportunity.
○ Synchronize this record’s deletions. Lets deletions associated with this contact record be synchronized
with remote sites.
4. Click Delete. GoldMine deletes the contact record.
Using the Delete Wizard
To update your contact database by deleting some or all calendar records, history 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.
Use the following procedure to delete records with the Delete Wizard.
1. Select Tools > Data Management > Delete Records.
The Delete Wizard opens.
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2. Select a delete option, then click Next.
○ Delete old history record. 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.
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.
3. Specify the records you want to delete by clicking the down-arrow and selecting a group or filter. The default is
All contact records. Click Next.
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4. If you selected Delete old history files, select a date from which you want files deleted. If you want all files
deleted up to 10/01, for example, select that date. Then type in Delete All History Files. This requirement
reduces the possibility of an unintentional deletion of contact records. Click Next.
If you selected Delete ALL (filtered) contact records, complete the delete window. For instructions on
completing this window, see Deleting Contact Records. Then type in Delete All contact records This
requirement reduces the possibility of an unintentional deletion of contact records. Click Next.
5. If you do not want to synchronize the deletions, uncheck Synchronize Deletions and click Finish.
If you select Delete ALL, the Delete ALL contact records dialog box opens.
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Working with Contact Details
Define or view contact details for an active contact record.Contact details provide information for the following:
NOTE: You can copy contact information to the Clipboard using the Edit > Copy Contact Details command
and then selecting the desired type of information from the Copy Contact Info to Clipboard dialog box.
■
Occasions. Create occasions recurring occasions for contacts (see Occasions in the Calendar).
■
Free/Busy. Access a contact's free/busy file (.ifb) to a file, ftp site, or http site so GoldMine can read it (see
Free/Busy Configuration)
■
Digital IDs. Import a contact's digital ID file (.p7b and .cer) to use enhanced security on signatures and
encryption (see Setting Digital ID in the GoldMine Administrator's Guide).
■
Digital IDs. Import a contact's digital ID file (.p7b and .cer) to use enhanced security on signatures and
encryption (see Setting Digital IDs in Contact Details in the GoldMine Administrator's Guide).
About the Relationships Tab
The GoldMine Relationships tab graphically displays organizational relationships and contact information in a
relationship tree structure. By default, it appears first in the contact record tabs.
■
Navigate the Relationships tab using its local menu or toolbar. Use the Relationships Tab to:
■
Create Relationships, Sections, and Contacts.
■
Set read and update access on relationships, sections, and contacts.
■
Activate groups based on the Relationships hierarchy.
■
Copy data to a group of contacts based on the Relationship.
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Creating Relationships
Relationships are linked to the specified contact record. The relationship's name is taken from the Company field of
the selected contact record. Create up to 5 subsidiary levels under each organization and link contacts to any
section.
Use the following procedure to create a relationship.
1. At the Relationships Tab, right-click and select Create a new Relationship (if the pane is empty), or Look Up a
Relationship.
The New Relationship Tree Options dialog box appears.
2. Select from the following options as needed:
○ Lookup another contact and create a Relationship. Launches the Contact Search Center and lets you add a
new Relationship to another contact record.
○ Create a Relationship based on. Creates the Relationship based on the current contact Record.
3. Add sections and contacts to existing relationship trees.
Adding Contacts To Existing Relationship Trees
You can create a new contact and add it to an existing company. These contacts display on the Relationship tab.
Use the following procedure to add contacts to an existing relationship tree.
1. At the Contact list view, double-click on a contact.
At the Detail view for the contact, click on the Relationship tab if not selected.
2. Right-click on the relationship tree and select New Contact.
3. To add an existing contact, select Lookup an existing contact and add it to section.
Double-click on the name to be added.
4. To create a new contact, select Create a new contact and link.
Complete the New Relationship to an Existing Company dialog box. For more information on completing this
dialog box, see Creating a New Contact Record.
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Creating Relationship Sections
Use the following procedure to subdivide an organization into divisions or departments.
1. At the Relationship tab, right-click an existing relationship and select New Section.
The Section Properties dialog box appears.
2. At the Section Heading text box, accept the default contact as the section heading title or type a new one.
3. Select Link to <contact> to link the contact to a relationship tree.
4. At the Insert new section list, select where you want the new relationship to reside and then click OK:
○ Under Manager. Places the new section as a subcategory of the manager category.
○ Above Manager. Places the new section as a separate heading above the manager category.
○ Below manager. Places the new section as a separate heading below the manager category.
Adding Contacts to Relationships
Use the following procedure to add contacts to existing relationships and relationship sections, creating links
between contact records.
1. At the Relationship tab, select a relationship or section and right-click to select New Contact.
2. To add a contact, select:
Look up an existing Contact and add it to the Section. Launches the Center and lets you search for a contact.
Double-click on a contact to add it to the Relationship.
Create a new contact and link. Launches the New Company and Contact dialog box. When finished, the
contact is added to the existing Relationship and to the Relationship on the new contact record.
Link all Group/Filter Contacts to the Section. Adds all the members of the activated filter or group to the
Relationship.
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About the Details Tab
The Details tab stores information about the contact, such as e-mail addresses, pager PIN, birth dates and so on. This
information is indexed for record searching. Web site and Internet e-mail addresses store in the Details tab.
Store additional user-defined information in the contact Details tab section. The Details tab lets you store multiple
pieces of information on the same subject without creating new fields (for example, if keeping track of the types of
cars a contact owns, you can create a separate record for each vehicle without creating new fields).
The Detail tab supports a one-to-many relationship with the contact. The data stores in the ContSupp table. Each
record contains at least the following:
■
Date. The date the detail record was created.
■
Detail. The name of the detail record entry (Credit Card Number, Computer Type).
■
Reference. The value associated with the detail entry (for example, if the detail entry is Computer Type, the
reference would be Dell).
Define standard detail records using the F2 Lookup list. Customize by creating extended detail records. Add a Detail
to the Detail Tab by right-clicking the tab and selecting New. The Detail Properties dialog box opens.
Adding Detail Records
Define a new Detail record to track basic information on topics meaningful to your business. Detail records are
added to the Detail Lookup list (F2).
Every Detail you create also has its own Reference Lookup list.
Use the following procedure to add a detail record.
1. Right-click under the Details tab and select New. The Detail Properties dialog box appears.
2. On the Detail tab, click the arrow at the end of the Detail field to open the Detail Names dialog box.
3. Select a predefined value from the Detail F2 Lookup list, or create a new one.
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4. In the Reference field, type or select a value from the Reference F2 Lookup.
5. To add any notes to this detail, type them in the Notes field. Notes are unique to each detail record.
6. Click the Info tab if needed.
You can update up to twelve fields. Customize the field labels through the Setup tab. For more information
about the Setup tab, see Creating Details Information Fields.
Each field can be controlled by the F2 Lookup, requiring users to input consistent information using the Setup
tab on the dialog box.
7. If entering an e-mail address, select Primary Address to use the selected address as the primary (default)
address for the contact.
8. In the Audit tab you can view the information about the contact record creation and updates.
You cannot change the information on this tab.
Creating Details Information Fields
Master rights users can customize twelve fields on the Details tab. The extended detail fields must be characterbased, not numeric or date fields. If searched, they are searched as a character string. The eleventh and twelfth
fields do not display on the user-defined Details tab.
To Create a Detail Field
1. On the Contact List window, double-click a record to activate it.
2. Click the Details tab below the record and then right-click and select a item form the list.
○ Click Edit to modify and existing record
○ Click New to create a new record.
A <detail> dialog box with the properties details appears, such as “Computer”.
A <detail> dialog box with the properties details appears.
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3. Select the Setup tab.
In the following example, Computer is the detail displayed for reference.
4. In each text box, type a field label to apply to the field, following the procedure that appears on the Setup tab.
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 your custom labels, based
on the length of the field.
Hide any fields you do not need, by typing at least two asterisks (**) rather than a name in the field label text
box.
5. At the Tab Name field, type the label name again.
○ Tab Name. The tab name should not exceed 15 characters, depending on the letters used, and should not
contain any spaces.
○ Shortcut. 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 & if you want to use Ctrl+H as the shortcut keys.
○ Click the Save Tab column positions check box to save modifications made to the new and the standard
Details tab and then click OK.
The 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.
Deleting Custom Detail Tabs
1. At the Details tab, right-click on the detail and select Edit.
2. Select the Setup tab.
3. Delete the value from the Tab Name field and then click OK.
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Deleting a Detail Record
Use the following procedure to delete a detail record
1. Select the record to delete and right-click.
2. At the local menu, select Delete.
About the Pending Tab
The Pending tab displays all activities scheduled for the contact. Use the Pending tab local menu to manage pending
activities for the contact record.
The Pending tab contains the following fields:
■
Activity. Displays a value (based on type of scheduled activity). Activities include:
○ Appt (appointment)
○ Call (call-back)
○ Action (next action)
○ Lit (literature request)
○ Message (message)
○ Sale (forecasted sale)
○ Other (other action)
○ To-do (to-do)
○ OutMail (queued Internet e-mail messages)
■
Date. Date activity is scheduled for completion.
■
Time. Scheduled time of the activity.
■
User. Name of the user for whom the activity is scheduled.
■
Code. Activity code, or other identifier, that categorizes the activity.
■
Reference. Reference information entered for the scheduled activity (Follow-up, Close deal).
Activities Local Menu
The Activities local menu allows you manage scheduled activities in the Pending tab and Activity list. For example,
you can schedule an appointment or complete a call.
The local menu contains the following:
■
Schedule. Lets you select a particular activity type to schedule.
■
Zoom. Opens the activity Zoom dialog box, allowing you to view, complete, or delete an activity.
■
Complete. Completes the selected activity.
■
Reply. Opens the Reply to an activity dialog box and then lets you send e-mail to the user regarding the activity.
■
Options. Allows you select Auto-Update or Filter.
■
Find. Opens the Find dialog box, allowing you to search for a particular activity record.
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■
Output to. Allows you to select Printer, Word, Excel, Clipboard, or iCalendar file for output options.
■
Delete. Removes the selected activity without creating a history record.
■
Edit. Opens the Schedule an activity dialog box, allowing you the edit the information.
NOTE: The Preview Pane can be used in place of the Zoom command on the context menu.
About the Notes Tab
The Notes tab allows you to store free-form written information about the contact, such as any general contact
information that does not fit conveniently into fixed-length fields on the contact. Screen refresh slows as the size of
the Notes grows (because the entire Notes field must be read from the database each time a contact record is
displayed). Use manageable segments, the History tab, or create a linked document.
To Add, Edit or Delete a Note to the Note Tab
1. At the Notes tab, click Add note.
The Notes area opens.
2. After completing the note, click the Save button.
3. An Alert of Suggestions window appears. Use the suggestions if you need them.
The note appears in the Notes tab with a timestamp.
4. To edit a note, select the note, right-click to bring up the local menu, and then click Edit.
5. To delete a note, select the note, right-click to bring up the local menu, and then click Delete.
Track daily interactions with the contact on the History tab. This tab has an extensive notes field and is easy to sort
and search.
About the Referrals Tab
Referrals create a link between two contact records in the database. When a prospect is referred to a salesperson, a
record of the referral is maintained here. After you establish the link, jump to the linked contact record by doubleclicking on a referral record. The tab contains:
Date. Date created.
Referral. Name of the company linked to the referral record.
Reference. Detailed information (reason for the referral).
User. Name of the user creating the referral record.
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GoldMine adds a To: to the entry in the originating contact record, adds a For: to the entry for the contact selected
from the Contact Search Center, and then records the action in the History tab.
Use the following procedure to create referral records.
1.
2.
3.
4.
5.
Click on the Referrals tab or click the down-arrow and select Referrals from the drop-down list.
Right-click in the area below the Referrals tab and select New.
Using the Contact Search Center, search for the contact you want to create a link for.
Double-click the contact to launch the Referral Properties dialog box.
The Refer this contact field displays the active contact record and the To this contact text box displays the
contact selected. In the Reference fields, type a description or select an F2 Lookup description.
6. Click Insert Notes to create a date/time stamp and then type a note.
The Audit tab displays historical information.
7. Select the Status tab to select the current status from a list that ranges from Initial Contact to Done!
8. Select one or more of the options to share with other users and then click OK.
GoldMine adds a To: to the entry in the originating contact record, a For: to the entry for the contact selected
from the Contact Search Center, and updates the contact’s History record.
About the History Tab
The History tab stores completed scheduled and unscheduled activities for the contact. The tab displays the
following information:
■
Date. Date the activity was completed.
■
User. Name of the GoldMine user who completed the activity.
■
Activity. Type of activity. GoldMine records these types:
Action
Next Action
Appoint.
Appointment
Call Back
Scheduled Call
Call In
Incoming Call
Call Out
Outgoing call
E-mail In
Received e-mail
E-mail Out
Sent e-mail
Event
Event
Form
Mail-merged correspondence form
Lit
Fulfilled literature request
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MsgRtn
Returned message
Msg Filed
Filed message
Other
Other action
To-do
To-do action
Code. Activity code associated with the completed activity. To display the Code column, place
ShowHistActvCode=1 in the [ActvObj] section of the username.ini.
Result. The result code lets you categorize the outcome of the activity. Use it to analyze completed
activities.
Reference. Reference information entered when the activity was completed. Indicates what action
was taken (Sent letter, Left voice mail). If you activate a history filter from the local menu, GoldMine
places [Filter Active] in the Reference column title.
Notes. Freeform text about the completed activity. Can include all notes added as the activity
progressed or information explaining a user's involvement with a contact. Field stores up to 32 kb per
record, with no limit to the number of history records per contact.
About the Summary Tab
Displays activity information for the contact and the contact record. You cannot change the field settings in the
Summary tab. The tab contains:
Comments. Displays miscellaneous information of up to 65 characters. Scroll to display entire contents.
Prev Result. Displays reference information entered for the last calendar activity for this contact. Automatically
updates each time a calendar activity is completed. Edit as needed.
Next Step. Displays information about the next activity as sorted by record type code.
Next Action. Earliest scheduled date of a next action for this contact. Automatically maintains the date of the
pending Next Action scheduled on the Calendar.
Appointment. Date of the first scheduled appointment.
Call Back. Date of the earliest scheduled call back.
Forecast. Date of the forecasted sale recorded on the Calendar with the earliest predicted close date.
Last Contact. Updates date and time fields whenever a telephone activity is successfully completed.
Last Attempt. Updates date and time fields whenever any activity is completed as unsuccessful.
Last Update. Updates fields to indicate user who last edited the contact record and the date.
Creation. Updates fields to indicate user who created the contact record and the date.
Record. Displays n/a in the field because SQL databases do not run true record counts. Run an SQL query to get a
record count. For more information on running queries, seethe GoldMine Administrators Guide.
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Searching for Contacts
When working in a large database, trying to locate a contact or for information on a contact record by scrolling
through the contact records one at a time is inefficient and time-consuming.
GoldMine Premium Edition two search options to help you search for, organize, and communicate with contacts, the
Contact Search Center and Universal Search.
To facilitate efficient searching, use the Contact Search Center, or create SQL Query Filters (see Creating SQL Query
Filters).
Contact Search Center
The Contact Search Center is a central search window. You can find one record, or groups of records, based on
criteria you entered or searches you saved. For more information, see Searching for Contact Records.
You can access the Contact Search Center by using one of the following methods:
■
Clicking theSearch toolbar button. Launches the Center with current Contact (primary) as the selected search
field.
■
Clicking on Go To > Contact Search Center.
■
Entering a name or text string in the Find Contact search field at the top of the Navigation Pane, and clicking Go.
Launches the Center with the results from the search field.
■
Double-clicking an indexed field label. Launches the Center with the selected field as the Lookup option.
The Contact Search Center contains a toolbar for easy access to search center functions.
NOTE: Configure the Contact Search Center using the User options Lookup tab (see Setting Options for the
Lookup Tab in the GoldMine Administrator's Guide.)
Contact Search Center Toolbar
The Contact Search Center toolbar changes to reflect the current action. Some options are available when creating
or using a saved search.
Select from the drop-down menu:
o Save as Filter
Save search criteria as a Filter. Available only during an active search.
o Save as Group
Save search results as a Group. Available only during an active search.
o Copy to Clipboard
Copy the results of the current search to the clipboard.
o Export to Word
Export the results of the current search to a MicroSoft Word document.
o Export to Excel
Export the results of the current search to a MicroSoft Excel document.
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Print the results of the current search.
Refreshes the data from the current search.
Select All Tagged Records to schedule an activity for a group of contacts, or
Selected Contact to schedule an activity for one contact. Select the activity type
from the drop-down menu:
o Call
Open the Schedule a Call dialog.
o Next Action
Open the Schedule a Next Action dialog.
o Appointment
Open the Schedule an Appointment dialog.
o To-do
Open the Schedule a To-do dialog.
o Literature Request
Open the Schedule a Literature Request dialog.
o Forecasted Sale
Open the Schedule a Forecasted Sale dialog.
o Event
Open the Schedule an Event dialog.
Select from the drop-down menu:
o Mail Merge
Begin mail merge in the Mail Merge Properties (Printing) dialog.
o E-mail Merge
Begin an e-mail merge in the Mail Merge Properties (E-mail) dialog.
Select from the drop-down menu.
o Contact Group
Add the selected Contact to a Contact Group.
o Distribution List
Add the selected Contact to a Distribution List.
o New Contact List
Create a New Contact Group.
o New Distribution List
Create a New Distribution List
Open the Lookup tab in User's Options.
Open the Browser Column Selection dialog.
If you want to show the SQL query script editor in the Search Center, check the Show SQL query editor in the
Search Center option in the User Options dialog box. For more information, see Setting Options for the Lookup Tab
in the GoldMine Administrator's Guide.
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Saving Searches
After creating and running searches, save the searches using these options:
■
Saving search as a filter
■
Saving search results as a group
To Save Search Criteria as a Filter
Use the following procedure to save search criteria as a filter.
1. After creating a search in the Center, save it as a filter search and then click Save.
The save menu appears.
2.
3.
4.
5.
6.
Select All Listed Records.
Select Save as Filter. The New Filter dialog box appears.
Type a name in the Filter Name text box.
Select a filter owner from the User drop-down list.
Click OK.
The filter is saved and the name appears below the specified user's filters in the Filters tab of Filters and
Groups.
To Save Search Criteria as a Group
Use the following procedure to save search criteria as a group.
1. After creating a search in the Contact Search Center, save the results as a group and click Save.
The Save menu opens.
2. Select Only Tagged Records to save only tagged records in the new group, or All Listed Records to save the
entire list of records.
3. Select Save as Group. The Group Profile dialog box appears.
4. In the Group Name text box, type in a name.
5. In the Code text box, type or select a code from the F2 Lookup list.
6. From the User drop-down list, select a group.
7. Click OK.
The results are saved and the group name appears below the selected user's groups in the Groups tab of Filters
and Groups.
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Searching for Contact Records
Searches can be based on indexed fields, primary and additional contacts, e-mail addresses, and user-defined fields.
Use the following procedure to search for a contact record.
1. Open a contact record.
2. In the contact record, do one of the following to open the Contact Search Center:
○ Double-click on a field such as Company or Contact.
○ Right-click on a field and select Lookup <field name>.
○ Click Search
in the Global Toolbar.
○ Type search criteria in the search field at the top of the Navigation Pane and click Go.
The Contact Search Center opens with the selected field.
The default search tool uses Filter Expression Operators and Boolean Operators, and can be expanded to
include many criteria. An optional SQL Query Editor (see Contact Search Center Query Editor) can be used
simultaneously. For more information on filter expressions, see About Filters and Groups or contact your
administrator.
3. Select a Field from the Search by drop-down list.
TIP: You can also type ALT+O to select Additional Contacts.
For additional information about the fields displayed in the Search-by list, see "Setting Options for the Lookup
Tab" in the Administrator Guide or Online Help.
For additional information about the fields displayed in the Search-by list, see Setting Options for the Lookup
Tab in the GoldMine Administrator's Guide .
4. Select an Operator filter expression from the drop-down list (see Filter Expression Operators).
5. Type the search Value after the filter expression operator in the Value text box.
NOTE: Brackets “[" or “]” are not valid characters to use in searches in the Contact Search Center.
6. If necessary, change the displayed columns (see Browser Column Selection).
TIP: Change the width of a column to optimize the display. Change the size of a column using
typical Microsoft Windows mouse functions on the border of the column at the heading level. For
more information see the Microsoft Windows documentation.
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7. To expand your boolean search, click Add
at the far right of the Search by menu.
A new menu appears beneath the previous menu, preceded by an AND or OR option.
○ Select AND to create a search that returns records matching all of the criteria.
○ Select OR to create a search that returns records matching any of the criteria.
Examples:
Records matching all criteria are returned:
Records matching any criteria are returned:
8. Right-click in the browse columns to access other functions. The browser columns local menu appears.
o Sync Contact
Updates the Contact Record window to display the selected contact (see
Syncing Contacts in the Contact Search Center).
o Select Columns
Launches the Browser Column Selection dialog box, allowing you to select
the displayed fields (see Browser Column Selection).
o Tag All
Selects all Contact Records currently displayed in the window.
o Release All
Deselects all selected Contact Records in the window.
o Set Record Scroll Order
Changes the scroll order of contact records to match the order seen in the
Contact Search Center
o Output to
Allows you to select an output target for the displayed search results. Select
printer, Word, Excel, or clipboard.
o Find
Launches the Find dialog box, allowing you to type a value and search on it
(see Contact Search Center).
o Group
Activates Grouping functionality in the Contact Search Center (see Creating
Contact Search Center Groups).
o Summary
Displays a numeric summary of the number of contacts in the current list at
the bottom of the window.
o Filter
A pull-down menu appears in each column header, allowing you to select
from all available field entries, or one of the following options:
o Blanks: Displays only blank fields
o Non Blanks: Displays only non-blank fields
o Custom: Opens the Custom AutoFilter dialog to filter the column using a
boolean equation. Choose one or two filter expressions, a boolean
operator, and type values.
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Schedule an activity by working with the Center and the GoldMine Calendar. Select a contact to be scheduled
and drag it to the open Calendar. When you release the mouse button, GoldMine displays the Schedule an
Activity window. Use it to schedule an appointment or other activity for the selected contact.
9. Save your search criteria as a Filter or search results as a Group (see Saving Search Results as a Group).
Saving Search Criteria as a Filter
After creating a search in the Center, save it as a filter search.
1. After creating a search, you can save the results as a group by user or to public.
2. Click the Save button and select Save as Group.
3. On the New Group dialog box, enter text or use F2 Lookup List for the following fields:
○ Filter Name
○ User
4. Click OK.
The results are saved and the Filters list and available by clicking the Filters/Groups button. The filter name appears
below the specified user's filters in the list.
Syncing Contacts in the Contact Search Center
When working with Center search results and Records, apply the Sync Contact option.
1. In the Center, display search results in the browse columns.
2. Right-click in the browser columns and select Sync Contact. The record you select in the browse columns
automatically becomes the displayed Record.
3. Turn off Sync Contact using the same method.
Creating Contact Search Center Groups
Create custom Groups in the Contact Search Center using the drag-and-drop Group function. The settings can be
saved for future use and edited in the Group tab of Filters and Groups.
To Create a New Group
1. Right-click in the column area and select Group from the drop-down menu. A grouping area appears above the
column headers.
2. Drag column headers into the grouping area. Once in place, the headers can be moved around to determine
sort order.
3. Expand contacts in the resulting grouped list and use the checkboxes to tag individual contact records.
4. To change or remove group settings from the list, drag the column headers back to the main table. Placement
in the column order is indicated by green arrows in the column header area.
5. To save the current Group settings, click Save in the Contact Search Center toolbar, and select either Only
Tagged Records (You can only save this as a Group), or All Listed Records (You may save this as a Filter or a
Group).
6. To remove grouping from the contact list, right-click in the column area and re-select Group.
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Contact Search Center Query Editor
1. At the Default Search/Query Editor drop-down menu in the toolbar, select Query Editor. This adds a window
under the default search tools for editing and previewing SQL searches within the Contact Search Center.
When Query Editor is selected from the Default Search/Query Editor drop-down menu, the following window
appears:
2. Select the SQL radio button to view the query in SQL format.
3. Select the xBase radio button to view the query in xBase format.
4. To edit the query, click Edit. The view window becomes active for editing.
5. Edit the query in either SQL or xBase. Click Preview to view the result in the Contact Search Center table.
6. To close the Query Editor, select Default Search from the Default Search/Query Editor drop-down menu in
the toolbar.
Browser Column Selection
By default, the Center displays the Company, Contact, Phone 1, City, State, and Postal Code fields. Change the
information in the displayed columns to suit your needs.
In the Contact Search Center, right-click in the column area and select Select Columns. The Browser Column
Selection dialog box appears.
■
To add a field to the displayed browser columns, select the field name in the Available columns list and click the
right arrow. The field is added to the bottom of the Selected columns list.
■
Fields are listed in the order displayed in the Center. To change the order to the displayed fields, select the field in
the Selected columns list and click Up or Down.
■
To remove a field from the Center display, select the field name in the Selected columns list and click the left
arrow.
The OK button is available only after you make a change in the dialog box. If you do not make any changes, click
Cancel to close the dialog box.
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Setting Record Scroll Order in the Contact Search Center
When working with Center search results and Records, apply the Set Record Scroll Order option.
To Set Record Scroll Order
1. In the Center, display search results in the browse columns.
2. Right-click in the browser columns and select Set Record Scroll Order.
The record you select in the browse columns automatically becomes the displayed Record.
3. Turn off Set Record Scroll Order using the same method.
Universal Search
Your organization might have information stored in many places in your GoldMine Premium Edition database - in emails, contact notes, activity notes, linked documents, the Knowledge Base and so on. You might not even know all
the information that exists or where it is located because it was entered by another person.
In GoldMine Premium Edition the Universal Search feature is provided as a single view to quickly find out what
information is in your system and how to navigate to it.
Universal Search is a one-box search engine that allows you to quickly access a summary view of the information
you are looking for, along with links to more detailed information.
With Universal Search you can create a clear picture of your customer because you have access to all the
information about your customer in your database whether or not you entered it in the database. Universal Search
is very useful for searching on price lists, sales kickoffs, return policies and so on.
IMPORTANT: The Full-Text service must be running in order for Universal Search to return results. This is a
separate Windows service that you can configure to start either manually or automatically (Control Panel >
Administrative Tools > Services). You can also manually start or stop the service using the SQL Server
Management Studio.
Refer to the Compatibility Matrix to determine the version of Microsoft SQL Server compatible with your
version of GoldMine. Full Text Search is a database requirement before installing GoldMine.
m For more information about Microsoft SQL Server Full Text Search, refer to the documentation that came with
your version of SQL Server.
m For information about other Server Requirements, refer to the GoldMine Installation Guide.
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Prerequisites
Before using Universal Search, ensure that you have the following applications installed. Refer to the Compatibility
Matrix in order to determine which versions of Microsoft Server or Express are compatible with your version of
GoldMine.
■
Microsoft SQL Server
If you are using SQL Server or Express, you must install Advanced Services in order to use Universal Search.
NOTE: Windows Search is not installed by default on some versions of Windows Server. The service can be
installed through the Server Manager (Start > Administrative Tools > Server Manager > Roles > File Service
> Role Services).
Microsoft Windows Desktop Search Engine. This tool can instantly find documents, e-mail, attachments, and
more.
Microsoft SQL Server Full-Text Engine. A full-text indexing and search engine.
For installation and usage information, refer to the Microsoft website.
Security
GoldMine Premium Edition will search e-mails. If the message is accessible through GoldMine, it will be returned by
a search and will check access rights for the Calendar and History areas.
The Universal Search feature will not search for information in foreign e-mails.
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Searching for Contacts with Universal Search
1. Navigate to Go To > Search > Universal Search.
The Universal Search view opens.
2. At the Search field, type in the name or keyword for which you are searching and then click Go.
A grid showing the search results displays with the following fields:
○ Tag. You can tag (that is, check) a result and then, by clicking on the small down arrow next to the column
○
○
○
○
○
○
○
○
○
title, select a filter criteria (for example, True) to show only the tagged records. More important, you can
tag records in the search results to activate them as a contact filter.
Rank. The row ranking of the record. The higher the number the more likely the information you are
searching for exists in this record.
Contact.The name of the contact.
Company. The name of the company name.
Found In. The location of the search results. It can be in several places such as the Contact tab or the Notes
tab, History tab and so on.
Title. Depends on the result in the Found In column. For example, if the result is Contact, the title is the
contact’s title; if the result is an e-mail the title is subject of the e-mail; if the result is Knowledge Base, the
title of the topic and so on.
Created. The date the result (contact, activity, e-mail and so on) was created.
Modified. The date the result (contact, activity, e-mail and so on) was modified.
Created By. The person who created the result.
Documents. Shows how a search result is linked to GoldMine.
For example, a file added to a contact record as a Links record. If the file is part of the search result the
Linked to column would display the contact to which the file was linked. All. Brings up results of all.
3. To open the file you are looking for, do one of the following:
○ Double-click on any of the links in the grid such as Name or Title.
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4. Right-click on the line of the contact and select:
○ Go to Contact. Opens the contact window with the selected contact.
○ Go to Found In. Drills down on an object type,
○ Output to Printer, Excel, Word. The output to printer option generates the system report associated with
this area. It displays the report in a tab or window from which it can be printed.
○ Save as. Save as a New Group or an Existing Group. If you tag a Contacts type result, this option allows you
add the contacts to a new group or an exiting group.
Using the Universal Search Advanced Feature
The following procedure provides the steps for more advanced searches.
1. For advanced search options, click on the Advanced checkbox.
The Advanced Search window opens.
2. At the Find these items area, select the area where the search item resides. You can select All (all records) to
see all items or one of the tabs such as Activities, History, and so on. This also includes checkboxes
corresponding to search filters, except for those applied to contact records. To clear your selection, click Clear.
3. To change your Universal Search options, click Options. For more information on selecting options, see Setting
Universal Search Options.
○ If the search filter is associated with Contacts, it will appear in the drop-down list at the bottom of the
Options pane when you select Search Filter in the Choice dropdown.
○ If the search filters is associated with any other type of information, it will appear as a checkbox under Find
these items. If a filter of this type is owned by a different user, you need to go to Options > Search Filters,
select the Owner, and then check the box next to each filter you want to use.
NOTE: The checkboxes in the Find these items section use “OR” logic, so items matching any of the
checkboxes will be returned. It is important to understand this to make the search filters effective.
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4. In the Within these records area, at the Choice field, select a search criteria and then click Go:
○ All Contact. Searches all contacts. Note that the owner and filter name fields are not activated because this
search includes all records.
○ Active contact. Searches the active contact. Note that the owner and filter name fields are not activated
because this search includes the active contact.
○ Active filter. This search is limited to contacts returned by the currently active contact filter.
○ Contact Filter. Searches within a contact filter.
○ Contact Group. Searches within a contact filter. If there are no active filters, the owner and name fields are
not activated (they are grayed out).
- If there are no active groups, the owner and filter name fields are not activated (they are grayed out).
- If there are active groups, at the Group owner field, select the group owner. At the Group filter name
field, select the name of the filter.
○ Search Filter. Searches within contact filters create for Universal Search.
5. At the Filter owner field, select the group owner.
At the Filter name field, select the name of the filter.
NOTE: You can save Universal Searches by tagging a record, then right-click and select Save As.
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Setting Universal Search Options
Set up your search options according to your needs. GoldMine Premium Edition allows you to create filter
expressions in an operation such as performing a global replace based on a filter.
1. Navigate to Go To > Search > Universal Search and click the Advanced checkbox.
2. Click Options.
The Properties dialog box opens.
3. At the General tab, select from the following options:
○ Use Universal Search By Default. Click this checkbox to enable Universal Search as the Navigation panel,
search field, search engine.
○ Use docked mode for search screen. Click this checkbox to dock the Universal Search window (the Universal
Search window can be a floating window or attached to an edge of the GoldMine workspace).
○ Search by exact terms. Click this radio button to search for records that match the search term.
○ Search by alternative forms of search term. Click this button to search for the different tenses of a verb, or
for both the singular and plural forms of a noun. This means you can search for any form of a term; for
example search you can search on foot and include feet as a search term.
○ Search by synonyms of search terms. Click this radio button to search for synonyms of search terms.
NOTE: See the Microsoft documentation for your version of SQL Server for information on the thesaurus file.
○ Search by prefix. Click this button to search on the prefix (the first few letters) of a word.
○ Number of items to keep in history. Specifies the number of search terms to save. Enter a value or click on
the spinner control to increase or decrease the number.
○ Clear History button. Click this button to remove saved search terms.
○ Language. Select the language for the search results from the dropdown box.
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4. At the Documents tab, you can specify the document locations that the Windows Desktop Search Engine will
search (this tab is not displayed if Windows Desktop Search is not installed). Complete the following fields as
needed.
Complete the following fields as needed.
○ Include items from local Windows index. Click this checkbox to search documents using the local Windows
Desktop Search index.
- Include all indexed locations. Click this checkbox to search in all locations which are defined in Control
Panel > Indexing Options.
In this case the check boxes are disabled, but if Local and UNC Paths is checked the Add, Edit and
Delete buttons remain active.
- Local or UNC path. Click this checkbox to add, modify or remove user specified search folders. To add a
new path, click Add and select the path. To edit an existing path, select the path and click Edit. To
delete an existing path, select the path and click Delete.
- Include items from remote Windows index. Click this checkbox to search documents on the remote
computer. WDS (Windows Search) should be installed on both computers.
Select Host. Click this button to select the name of a remote computer. The name appears in the Host
field. To add a new path, click Add and select the path. To edit an existing path, select the path and
click Edit. To delete an existing path, select the path and click Delete.
○ Show linked contacts in search results. Select this checkbox to display all contacts linked to the search.
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5. At the Grid tab you can configure the grid to your personal specifications. Complete the following fields as
needed.
○ Show Top N Records. Enter the number of queries to be limited in each area. For example, if you enter 50,
you will see 50 rows or less in each area.
○ Order By. Select an initial column to order the results by. Click on the down arrow and select a column.
○ Direction. This option allows you to determine the sorting direction of the search results. The selections are
Ascending and Descending.
○ Grid Scrollbar. Select the location of the scrollbar. Selections are Auto-fit columns and Show Horizontal
Scroll Bars.
○ Activity Navigation. Select the location in which you want to see the found activity. Selections are Contact
Pending Tab, Activities List and Calendar.
○ Show columns. Select the columns you want to display.
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6. At the Search Filters tab, create the desired search filters. This allows you limit a search to records returned by
the search filter.
Select the following options:
○ Select User. Lists the filters for the selected user. Select from the dropdown list.
○ Add. Click this button to add a new filter.
- Name. Type in the name of the new filter.
- Owner. Select the owner.
- Area. Select the area for the filter, for example Contact or Campaign.
- Expression. Build the expression:
Build. Click this button to open the GoldMineLookup Wizard and build a search filter as an SQL query.
Check. Click this button to verify the filter expression.
○ Edit. Select a filter and then click this button and make your edits.
○ Remove. Select the filter you want to remove and then click this button.
NOTE: When searching for File Extension using the Begins with options, you must enter the preceding period
(.) before the extension to properly search for the file extension (such as .doc or .xls).
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7. At the Advanced tab, select the GoldMine tables that Microsoft Full Text Search will index.
This property page (in this case the Advanced tab) is available only for users with master rights.
○ Enable Indexing. Activate this checkbox to enable Microsoft Full Text Search indexing of the selected tables.
To unselect a table, click on the checkbox next to it and the checkmark will disappear. To reselect, click on
the checkbox again.
NOTE: When you enable indexing, all the areas are automatically selected. To unselect an area, click on the
checkbox next to it and the checkmark will disappear. To reselect, click on the checkbox again.
Format of Queries and Results of Searches
The following search query formats are supported in Universal Search, and intended for advanced users.
■
General Format
■
<For Whom> Format
■
(From where wps) Format
■
Search Criteria Format
General Format
The following format is supported:
< For whom > (From where - wps) search criteria
Where:
<For whom> is the contact(s) for which you want to find information.
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(from where - wps) is a Universal Search filter, other than a Contacts area filter, from where you want to search.
Search criteria is any word(s) you want to use in the search.
You do not need to complete all parts of this query. For example, if you complete only <For whom>, this will return
information that shows only contacts. If you complete only (wps), this will return data from filters. If you complete
only search criteria, this will return data for all areas.
The following are examples where the words calls, emails, and cars are Universal Search filters.
<Art Bar*> (calls)
This query returns all calls to contacts that contain Art Bar*.
NOTE: To return calls only from Art Bardtoll, use the <For Whom> format.
Art Bar* (calls)
This query returns all calls that contain Art Bar*
<Art Bar*> (calls emails) California
This query returns all calls and e-mails with the word California for contacts that contain Art Bar*
<Cars> California
This query returns all records containing the word California from contacts containing the word car.
California
This query returns all indexed objects where that contain the word California.
<For Whom> Format
The <For Whom> format enables you to search on a particular contact or other person. The following are examples
using this format:
<c:"Contact Name"> This query returns information only for the selected contact.
<f:"USER\FILTER">. This query returns information only for selected contact filters (for example - <f:”ROBERT\CA">)
<g:"USER\GROUP">. This query returns information only for selected groups (for example - <g:"ROBERT\Group1">)
NOTE: It is safe to use quotes (“) at all times. However the format it would be to use quotes when there is a
space.
NOTE: Searches are not case-sensitive.
You can use all different words in this form as well. For example:
< CA test >. This returns all contacts that contain words CA and test.
< CA or test >. This returns all contacts that contain either CA or test.
(From where wps) Format
The (From where) format enables you to search using a Universal Search filter.
The following are examples where the words notes and e-mails are the names of Universal Search filters that return
notes records and e-mail messages respectively.
(notes) birthday. This returns all notes where the word birthday occurs.
(notes e-mails) birthday.This returns all notes and e-mails where the word birthday occurs.
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(notes). This returns all notes.
<Art Bardtoll> (Notes) - This returns all notes of Art Bardtoll.
Search Criteria Format
The Search criteria format enables you to search on words.
Word1 [and|or] [Word2]…
test. This returns all objects that contain the word test.
cat or dog. This returns all objects that contain the word cat or dog are returned
cat dog. This returns all objects that contain the words cat and dog.
cat*. This returns all objects that contain a word which begins with cat.
Memo Filters
A Memo filter allows you to combine multiple search parameters into a single filter. It is helpful when you have to
run the same query many times. It also reduces the query length, by substituting one word for many.
A Memo filter saves a specific search and is helpful when you have to run the same query many times. It also
reduced the length of a query, by allowing you to substitute one word for many words.
The Memo filter name always begins with the exclamation (!) sign. The search parameters are entered in the
expression field.
For example, if you often perform these queries:
<Art Bar*> (calls emails) word1
<Art Bar*> (calls emails) word2
You create a memo filter called !Artact for the expression <Art Bar*> (calls emails):
!Artact word1
!Artact word2
About Filters and Groups
To create a subset for longer-term use, build a filter or group. Both options create subsets based on selected criteria,
but differ in how they handle these subsets.
■
Filters
■
Groups
■
How Groups Differ from Filters
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Filters
GoldMine’s filters are based on Boolean expressions (logical statements that have 2 possible outcomes: true or
false). When activating a filter, the entire database evaluates based on the Boolean expression. The contact records
matching the Boolean expression are selected. The filter ignores records that do not match.
NOTE: GoldMine contains a filter generator that builds a search expression based on menu and browse
window selections. Filters operate on the entire database.
For a project or campaign, you decide to work with your corporate clients located in Los Angeles. You create
this Boolean expression:
Contact1->City= “Los Angeles”
A Boolean expression consists of 2 parts: operators and operands. Operands are the data to be evaluated, while
the operator determines the comparison method deciding whether the statement is true or false. In the
example, the operands are City and Los Angeles and are equal to the operator.
A Filter evaluates each contact record. If the record does not meet the condition(s) of the statement, it
continues to the next record and repeats the process to find a contact record that meets the conditions. All
records that meet the filter conditions are displayed. Pressing PAGE UP and PAGE DOWN displays only the
contact records in the database that are evaluated as true for this statement. In the example above the filter
narrows the search results and displays only those contacts where the city is Los Angeles.
By constructing Boolean expressions, build and maintain an unlimited number of filters to categorize the
records in your database.
To Access Filters
1. Select Tools > Filters. The Filters and Groups window opens.
2. Select the Filters tab.
3. At the View Filters drop-down list, select a user name. Each filter associated with that user name lists
alphabetically by the Filter Name assigned when it was created. Activate, Release, Delete, or create a New
filter.
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Groups
A group is a fixed set of records that meets a specified set of conditions and allows instantaneous access to member
records.
To Access Groups
1. Select Tools > Filters. The Filters and Groups dialog box appears.
2. Select the Groups tab.
The upper pane lists the groups owned by the user. The lower pane lists members of the group highlighted in the
upper pane. GoldMine orders member records by the Sort code, defined while building the group.
How Groups Differ from Filters
Working with groups can be more efficient than applying a filter. When you activate a filter, GoldMine searches
through the database for contact records meeting the criteria.
Once a group is created, membership is fixed and you can work with the group members without performing the
search again. Each member contact record remains in the group until removed. However, since each record
evaluates when the filter is activated, a selected filter displays new contact records added to the database if they
match the filter’s criteria.
Groups also have optional sort capabilities, letting you list member records in the order best fitting your needs.
Using Filters and Groups
When you have a large number of contact records in your database, create subsets to categorize groups of records
to access for special activities.
Example
Create a subset of contacts you telephoned in the past week, and send a mass mailing only to those contacts.
Create and manage subsets of data using filters and groups and the Filters and Groups dialog box, or in the Contact
Search Center, where you can build and save search criteria as Filters, or search results as Groups.
1. Select Tools > Filters. The Filters and Groups dialog box appears.
2. Click a tab:
○ Filters. Create and delete filters. Also activate and release filters (see Creating Filters and Activating and
Releasing Filters).
○ Preview. Preview filter results. See Using the Previewing Filters Options.
○ Group. Build groups and review members. Also activate and release groups (see Groups).
○ SQL Query. Write and save a SQL query from scratch or using the Lookup wizard (see Creating SQL Query
Filters).
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Working with Filters
■
Creating Filters
■
Filter Expression Operators
■
Boolean Operators
■
Using the Optimizing Filters Options
■
Using the Previewing Filters Options
■
Creating SQL Query Filters
■
SQL Query Samples
■
View New Contact Records Entered During a Specific Time Period
Creating Filters
GoldMine contains a filter generator that builds a search expression based on menu and browse window selections.
Filters operate on the entire database.
After the criteria are met, a filter moves through the database one record at a time, searching for a match. Filters
rerun every time they are activated.
Filters are often used for reporting purposes or as the basis for creating a group of frequently accessed records.
Filters can also limit the amount of data synchronized from one GoldMine system to another.
Filters operate only on the Contact Record’s primary information and the Summary, Fields, and Notes tabs. To select
records based on other tabs, you must use the Groups feature or a SQL query.
IMPORTANT: Influencers (contacts for projects), team members, and competitors associated to a contact
record that are outside a sync send filter will not appear on the opportunity/project after synchronization.
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To Create a Filter
1. Select Tools > Filters.
The Filters and Groups dialog box opens.
2. On the Filters tab, click New.
The New Filter dialog box opens.
3. On the Properties tab, type the name of the filter in the Filter Name field.
4. Select the filter Owner in the drop-down list.
5. Enter the filter expression in the Filter Expression field.
For more information, see Filter Expression Operators.
6. Click the radio button to indicate how to enter the filter expression:
○ in English
○ SQL Query
7. To edit an expression, click Edit and at the Edit Expression dialog box, make your changes.
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8. Click the Build tab and at the Field name field, select the field name in the drop-down list.
○ Select the Operator in the drop-down list.
○ Type the Value in the text box or select a value from the F2 Lookup to specify the comparison value.
○ Click Insert Condition. The expression you constructed is inserted in the large text box.
○ Click AND or OR to insert a Boolean operator and then construct the additional expression using Field,
Operator, and Value.
Click OK to return to the Filters and Group dialog box.
9.
10.
11.
12.
13.
Select Optimize to improve the performance of a filter with a Sort field.
See Using the Optimizing Filters Options.
Click OK. The filter appears in the Filters and Groups window.
Click Properties to view and edit the filter.
Select the filter and click Delete to delete the filter.
Filter Expression Operators
Operators specify the criteria a field must meet to be included or excluded from a filter.
Select one of these operators:
■
Equal to. Tests for an exact match between the field designated in Field Name and the entry in the Value field.
When the data field and comparison value match, the record is selected.
Example: Selecting the field City and the Value entry Los Angeles creates the filter City Equal to “Los Angeles”
that will select every record with the City entry of Los Angeles.
■
Not Equal to. Tests for a difference between the field designated in Field Name and the entry in the Value field.
When the data field and comparison value match, the record is selected.
Example: Selecting the field City and the Value entry Los Angeles creates the filter City Not Equal to “Los
Angeles”. Each record with the City entry of Los Angeles will not be selected. Records with City entries of any
other city will.
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■
Greater than. Tests for a value in the data field alpha-numerically higher than the comparison value. In a test for
alphabetic entries, such as City, a higher value is one that comes after the entered value, meaning, later in the
alphabet. When the data field’s value is alphanumerically higher than the comparison value, the record is
selected.
Example: Selecting the file and the Value entry I creates the filter City Greater than “Los Angeles”. A record
with a City entry of Pacific Palisades will be selected, but a record with a City entry of Burbank or Los Angeles
will not.
■
Less than. Tests for a value in the data field alphanumerically lower than the comparison value. In a test for
alphabetic entries, such as City, a lower value is one that comes before the entered value, meaning, earlier in
the alphabet. When the data field’s value is alphanumerically lower than the comparison value, the record is
selected.
Example: Selecting the field City and the Value entry Los Angeles creates the filter City Less Than “Los
Angeles”. A record with a City entry of Glendale will be selected, but a record with a City entry of Los Angeles
or Santa Monica will not.
■
Greater or Equal. Tests for a value in the data field equal to or alphanumerically higher than the comparison
value. In a test for alphabetic entries, such as City, a higher value is one that comes after the entered value,
meaning, later in the alphabet. When the data field’s value is alphanumerically higher than the comparison
value, the record is selected.
Example: Selecting the field City and the Value entry Los Angeles creates the filter City Greater or Equal to
“Los Angeles”. Any records with City entries of Los Angeles and any records with City entries that come later in
the alphabet, such as Pacific Palisades, will be selected. Records with City entries that come earlier in the
alphabet, such as Burbank, will not.
■
Lesser or Equal. Tests for a value in the data field equal to or alphanumerically lower than the comparison value.
In a test for alphabetic entries, such as City, a lower value is one that comes before the entered value, that is,
earlier in the alphabet. When the data field’s value is alphanumerically lower than the comparison value, the
record is selected.
Example: Selecting the field City and the Value entry Los Angeles creates the filter City Lesser or Equal to “Los
Angeles”. Any records with City entries of Los Angeles and any with City entries that come later in the
alphabet, such as Glendale, will be selected. Records with City entries that come later in the alphabet, such as
Santa Monica, will not.
■
Begins with. Tests for a value in the data field that starts with the comparison value. If the characters of the
comparison value match the starting characters in the data field, the record is selected.
Example: The filter City I will include records in which the City entries all start with P such as Pacific Palisades,
Pasadena, Pico Rivera, and so on.
■
Contains. Tests for the existence of the comparison value anywhere within the data field. If the data field
contains the comparison value, the record is selected.
Example: The filter City Contains "P" will include records in which the City entries include P anywhere in the
city name such as Pacific Palisades and Corpus Christie.
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■
Does Not Contain. Tests for the absence of the comparison value anywhere within the data field. If the data field
does not contain the comparison value, the record is selected.
Example: The filter City Does Not Contain "P" will include records in which the City entries do not include P
anywhere in the city name such as New York and Los Angeles. However, Pacific Palisades and Corpus Christie
will not be selected.
■
Is Empty. Tests for an absence of any entry in the specified field. Character fields are empty when they contain
only spaces.
Example: If you have contacts in the United States and other countries and you want to search for only
contacts in the United States—assuming you have not entered country data for domestic clients—the filter
Country Is Empty will select contacts located in the United States.
■
Is Not Empty. Tests for any value in the specified field.
Example: If you want to fax an announcement to all of your client companies, the filter Fax Is Not Empty will
select all companies with a telephone number entered in the Fax field.
Boolean Operators
Boolean operators are functions used between filter expressions to refine the scope of your search or filter.
You can link two search terms, for example, Sales Rep equals Bill and Sales Territory equals Southwest, with these
operators:
■
AND. Only records that contain both expressions are retrieved.
Filter includes only records where Sales Rep = Bill AND Sales Territory = Southwest. Both conditions must be
true for the record to be included in the filter group.
■
OR. Any record that contains either expression is retrieved.
Filter includes all records where Sales Rep = Bill OR Sales Territory = Southwest. Either condition can be true for
the record to be included in the filter group.
Using the Optimizing Filters Options
Use the Filter Optimization option to improve the performance of a filter by associating the filter expression with a
particular sort order, narrowing the range of records selected for the filter.
Optimization creates a subset before the filter is applied.
1. In the Filters and Groups dialog box, highlight the filter and select Properties.
The Filter: name dialog box appears.
2.
3.
4.
5.
6.
Click the Optimize tab.
Select the Sort Order in the drop-down list.
Type in the Beginning Limit to set the first valid record to be considered part of the filtered subset.
Type in the Ending Limit to set the last valid record to be considered part of the filtered subset.
Click OK.
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Using the Previewing Filters Options
Use the Preview tab on the Filters and Groups dialog box to test your filter before activating it.
Use the following procedure to test your filter.
1. In the Filters and Groups dialog box, on the Filters tab, highlight the filter to test and click the Preview tab.
The Preview tab displays the selected filter in the upper text box.
2. To edit the filter expression in the upper text box, right-click and select the necessary options from the local
menu.
3. Click Search All to run the filter. The results display in the lower text box. The number of records included in the
filter display in the lower right corner as Count.
4. Use these options to alter the results:
○ Build Filter. Displays the Expression Builder dialog box to modify an existing filter or build a new filter. After
selecting the filter of a GoldMine user, the available options are the same as for Creating Filters.
○ Save. Displays the Save Query dialog box to save the filter expression or the selected records as a group. If
you save only the filter expression, the actual records selected by the filter might differ when the filter is
activated, depending upon changes to your contact database.
○ Drill Down. Lets you select a filter—existing or newly built—that GoldMine applies only to the records
already selected on the basis of a different filter. For example, if after performing a search based on a filter
to select the records of contacts located in California, GoldMine retrieved 200 records, apply differing filters
to only those 200 records.
To Use the Drill Down Option
1. Switch to the Filters tab.
2. Highlight the additional filter to narrow the results.
3. Switch back to the Preview tab and then click the Drill Down button.
Creating SQL Query Filters
Use the Filters and Groups dialog box to create filters based on Microsoft Structured Query Language (SQL) Queries.
SQL Query options are designed and optimized for systems running a SQL database.
NOTE: SQL queries have a format different from the dBASE format.
To Create an SQL Query Filter
1.
2.
3.
4.
5.
6.
Select Tools > Filters. The Filters and Groupsdialog box opens.
Click the SQL Query tab.
Type the SQL query. See SQL Query Samples.
Click Query to display results in the lower text box.
To save the query for future use, click Save. The Saved SQL Queries dialog box opens.
Type a name in the Query name field.
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SQL Query Samples
Count Number of Records
To count the number of Contact Records, write your statement as:
SELECT count (*) FROM Contact1
For count statements, notice the wildcard (*) is surrounded by parentheses.
Fields in Each Table
To return a listing of all fields in each table for GoldMine, write a query such as:
SELECT * FROM Contact1
and then change the table name for each listing required:
SELECT * FROM CAL, select * from ContHist
Restrict to City
To find all contacts in New York City, write your statement as:
SELECT * FROM Contact1 WHERE city = “New York”
A query to find all New York City records where users entered both initial cap and lowercase:
SELECT * FROM Contact1 WHERE city like “_ew _ork”
Use the underscore _ character to match any single character.
Restrict to Two States
To find all contacts in CA and NY, write your statement as:
SELECT * FROM Contact1 WHERE state = “NY” OR state = “CA” ORDER BY state, city
Duplicate Contacts
Finding all possible duplicates in a database can be difficult. A query to find duplicate Contact Records in the
database is to search on duplicate Account Numbers looking in both the Contact1 and Contact2 tables:
SELECT count(*), AccountNo FROM Contact2 GROUP BY AccountNo HAVING Count(*) > 1
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Duplicate RecID
To find Contact Records with duplicate RecIDs, use this query:
SELECT recid FROM Contact2 GROUP BY recid HAVING count(recid) > 1
Find Orphans
An orphan record exists when there is a Contact2 record but NOT a Contact1 record.
SELECT * FROM Contact2 WHERE AccountNo NOT IN (SELECT AccountNo from Contact1)
Contact Records with No E-mail Address
To subset Contact Records with no e-mail address, use this query:
SELECT company, contact FROM Contact1 WHERE accountno NOT IN (SELECT accountno FROM
ContSupp WHERE contact = “E-mail Address”)
View New Contact Records Entered During a Specific Time
Period
The Summary tab of a contact record has a create on field that records the date the record was entered. Use the
createon field to build a subset of records created on a certain date. Create a filter or an SQL query to build the
subset.
Use the following example and procedure to view contacts during a specific time period.
Example:
To create a filter to find new Contact Records created during the week of June 24, 2014, create on is greater than
“6/24/2014” AND create on is less than “6/28/2014”.
1. Create this filter:
SELECT * FROM Contact1 WHERE createon > “20140624” and createon < “20140628”
2. Select one:
○ Save as new query. Saves the SQL query as a new expression. Once saved, the entered title appears in the
Query name drop-down list.
○ Update current query. Saves changes to a previously created query expression. The title appears in the
Query name field.
○ Delete query. Deletes the query expression specified in the Query name field.
3. Click OK.
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Working with Groups
■
Group Members Local Menu
■
Using the Groups Tab
■
Creating a New Group
■
Group Building Wizard
■
Groups Based on Filtered Records
■
Group Optional Settings
■
Group Based on Scheduled Activities
■
Group Based on Completed Activities
■
Group Based on Supplemental Contact Data
■
Saving Search Results as a Group
Group Members Local Menu
1. To access the group members local menu, at the Filters and Groups tab, right-click in the Groups tab >
Member area.
2. Select one of the options:
○ Sort Members. Opens the Sort Group Members dialog box; sort group members by clearing all sorting
options or sort by field, by an expression, or a reference expression.
○ Sync Contact. Displays the selected group member's contact record as the active contact.
○ View. Changes the display from company to contact, or both.
○ Find. Searches within the group for the specified contact.
○ Output to. Sends the list of group members to the printer, Word, Excel, or the clipboard.
○ New. Displays the Group Member Profile dialog box where you add the current contact to the group with the
reference you type or select.
○ Delete. Removes a member from the group.
○ Edit. Displays the Group Member Profile dialog box so you can change the reference or sort for a member.
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Using the Groups Tab
Use the Groups tab to create and activate static groups of contacts.
1. Select Tools > Filters.
The Filters and Groups dialog box opens.
2. At the Filters and Groups dialog box, click the Groups tab.
3. Right-click in the group tab and select New.
The New Group dialog box opens.
4. Type or select a name in the Name field.
○ Type or select the code in the Code field.
○ Select another user in the User field.
○ Select the following options as needed:
- Group Name. Assign a descriptive name to each group. Members of the highlighted group displayed in
the lower portion.
- Code. An optional identification code assigned to each group to help locate a group if you defined many in
GoldMine.
- Click Build the Group and/or the Synchronize button as needed.
5. The Group Building Wizard opens.
Creating a New Group
Use the Groups tab to create and activate static groups of contacts. Use the following procedure to create a group
of contacts.
To Create a New Group
1. Select Tools > Groups.
The Filters and Groups dialog box appears.
2. At the Filters and Groups dialog box, click the Groups tab.
3. Click the New Group button.
The New Group dialog box opens.
4. Type or select a Group Name (a descriptive name to each group).
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5. Type or select the Code (an optional identification code assigned to each group to help locate a group if you
defined many in GoldMine).
6. Select another user in the User field.
7. Select the following options as needed:
8. Check Build the Group and/or the Synchronize Group option as needed. If you want to associate the group
with a Constant Contact list, select the Associate with a Constant Contact List option as well, then click OK.
A dialog box displays, where you can enter a new or existing Constant Contact list name. Click OK.
NOTE: If you ever want to disassociate a group from a Constant Contact list, simply clear the
Associate with a Constant Contact List option for the group.
9. The Group Building Wizard opens. See Group Building Wizard.
Later, if you need to view the Contact Contact list that a group is associated to, select the group, click Edit, then click
the Get List Associated Name button.
Associating a Group to a Constant Contact List
If you have a Constant Contact account, you can link a GoldMine group to an existing Constant Contact list or to a
newly created list. In either case, the data will upload to the Constant Contact web application.
If you associate a new group to an existing Constant Contact list, the group is uploaded automatically to the list. If
that email list is associated with a Constant Contact campaign, the newly uploaded changes will be part of the
campaign next time you reschedule it. Note that if you edit a group in GoldMine that is already linked to a Constant
Contact list, you need to re-associate the edited group to the list for those changes to appear in the Constant
Contact web application. (See step 8 in the procedure above.)
Once the upload process to Constant Contact is complete, you should verify that the associations have worked.
Access the Constant Contact web application and refresh the page. Ensure that the email list displays where you
expect and that it contains all of your GoldMine group members.
Note that members of a GoldMine group will only upload to a Constant Contact list if they have an email address
associated with their name. For this reason, you may find that a group in GoldMine has more members than the
same group as it displays in Constant Contact.
You can also associate a new or existing GoldMine group to a Constant Contact list from the Go To > Campaigns >
Constant Contact Campaigns screen. Click the New Email List button to do so.
Group Building Wizard
In the Group Building Wizard, select one of the following options and click Next:
■
Filtered records. Uses an existing filter created by any user. The Build a Group based on a Filter dialog box opens.
See Groups Based on Filtered Records.
■
Previewed records. Uses records you are previewing in the Preview tab in the Filters and Groups dialog box to
preview filter results. The Optional Settings dialog box appears. See Using the Optimizing Filters Options.
■
SQL Query records. Uses an existing SQL query on the SQL Query tab of the Filters and Groups dialog box to
query an MSSQL Server database. The Optional Settings dialog box appears.
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■
Tagged records. Uses records you tagged in the Contact Search Center using CTRL+click. Once multiple contacts
are highlighted, select Go To > Contact Groups and create a new group. The Optional Settings dialog box
appears.
■
Search results. Uses the records resulting form a search by selecting Lookup > Text Search. When GoldMine
completes the search, leave the Search dialog box open. The Optional Settings dialog box appears
■
Scheduled calendar activities: Creates a group based on scheduled activities in the Calendar. The Group Based
on Scheduled Activities dialog box appears.
■
Completed history activities. Creates a group based on historical activities. Select a User. Enter the date range
and type an Activity code (the default is blank). Select an Activity Type. The Build a Group based on Completed
Activities dialog box appears.
■
Supplemental contact data. Creates a group based on detail records, linked documents, additional contacts, or
referrals to build a group based on supplemental data. The Build a Group based on Contact Details dialog box
appears.
Groups Based on Filtered Records
1. In the Group Building Wizard, select Filtered records.
2. Click Next.
The Build a Group based on Filtered Records dialog box opens.
3. Select one option:
○ Build on a Filter. Create a group based on an existing filter. Select the filter Owner in the drop-down list and
the filter name in the Build on a Filter drop-down list.
○ Build Filter. Create a filter if one does not exist.
○ Build on an Expression. Type a new filter expression or edit the filter expression.
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4. Click Next.
5. The Optional Settings dialog box appears. See Group Optional Settings.
Group Optional Settings
When building a group, use the Optional Settings to refine your choices.
1. At the Optional Settings dialog box, select the Sort Field in the drop-down list.
NOTE: The Sort Field specifies a contact field or user-defined field GoldMine sorts the group by. Select the
field to sort the group by, and GoldMine places the value from that field in the group Sort field for each group
member’s contact record. When the group is active, group members are arranged alphabetically by this sort
field.
2. Type or select the Reference value from the F2 Lookup list.
NOTE: Each member has a group Reference field. The field contains information you type or select. When
GoldMine builds a group, you can select the value placed in the group Reference field for each group
member, for example, {Database->Fieldname}.
3. Type or select a Filter Expr. from the F2 Lookup list. The filter expression must be a valid dBASE Boolean
expression.
NOTE: This option is not available of you are creating a group based on filtered records.
4. Click Next.
The Ready to Build dialog box opens.
5. Click Finish.
The GoldMine Process Monitor opens and displays the status of the building process until it is completed. It then
displays the number of records added to the group.
When the group is built, the name is added to the Group Name box on the Groups tab.
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Group Based on Scheduled Activities
1. In the Group Building Wizard, select Scheduled calendar activities and click Next.
2. At the Build a Group based on Scheduled Activities dialog box, in the Range area, select:
○ User. Select the user in the drop-down list.
○ From Date. Type or select the date from the F2 graphical calendar.
○ To Date. Type or select the date from the F2 graphical calendar.
○ Activity. Type the activity code.
3. In the Activity Type area, select All Activities or a specific activity.
4. Click Next and complete the Optional Settings dialog box appears. See Group Optional Settings.
Group Based on Completed Activities
1. In the Group Building Wizard, select Completed history activities and click Next.
2. At the Build a Group based on Completed Activities dialog box, in the Range area, select:
○ User. Select a user in the drop-down list.
○ From Date. Type or select the date from the F2 graphical calendar.
○ To Date. Type or select the date from the F2 graphical calendar.
○ Activity. Type the activity code.
○ Result. Type the result code.
3. In the Activity Type area, select All Activities or a specific activity.
4. Click Next and complete the Optional Settings dialog box. See Group Optional Settings.
Group Based on Supplemental Contact Data
1. In the Group Building Wizard, select Supplemental contact data and click Next.
2. At the Build a Group based on Contact Details dialog book, select an option:
○ Details. Builds the group based on detail records.
○ Document Links. Builds the group based on linked documents.
○ Additional Contact. Builds the group based on other contact records.
○ Referrals. Builds the group based on referral records.
NOTE: If you select Details, type or select a value from the F2 Lookup list to limit the detail-based group to a
particular detail, for example, e-mail address. This option is not available with the other options.
3. Type or select the Keyword in the F2 Lookup list. This option specifies a word or phrase to be searched within
the Reference field in the select supplemental data.
4. Click Next and complete the Optional Settings dialog box opens. See Group Optional Settings.
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Saving Search Results as a Group
1. After creating a search, you can save the results as a group by user or to public.
2. Click the Save button and select Save as Group.
3. On the New Group dialog box, enter text or use F2 Lookup List for the following fields:
○ Group Name
○ Code
○ User
4. Click OK.
The results are saved and the Groups list and available by clicking the Filters/Groups button. The Group name
appears below the specified user's Group in the list.
Activating and Releasing Filters and Groups
■
Activating and Releasing Filters
■
Activating and Releasing Groups
Activating and Releasing Filters
Use created filter expressions in an operation such as performing a global replace based on a filter. While the filter is
active, the filter name becomes part of the Contact Record window title.
NOTE: The Contact Search Center still lets you deviate from filter results to locate and display a record that
does not meet filter criteria. However, selecting the Next Record (PAGE DOWN) or Previous Record (PAGE
UP) returns you to the filter results.
IMPORTANT: Activating the filter affects the following GoldMine operations:
○ PAGE UP and PAGE DOWN and corresponding menu commands, Next Record and Previous Record
○ Merge Forms command
○ Record deletion commands: Delete Old History of ALL Contact Records and Delete ALL Contact Records
○ Global Replace commands
○ Synchronize commands
○ Export Contact Records command
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To Activate a Filter
1. Open the Tools menu and select Filters.
The Filters and Groups dialog box opens.
2. On the Filters tab, highlight a filter and click Activate.
○ The active filter name appears in the Contact Record title bar.
○ The filter remains active until released.
To Release or Deactivate a Filter
1. Open the Tools menu and select Filters.
The Filters and Groups dialog box opens.
2. On the Filters tab, highlight a filter and click Release.
The filter is deactivated and you can now access the entire database.
Activating and Releasing Groups
When selecting this command, GoldMine’s database appears containing only contact records that are members of
the group. After you build a group, it must be activated before it can be used in an operation.
TIP: You can create, activate, and release groups in the Contact Search Center.
○ Activate. Restricts the contact list to displaying only contacts within the activated group (or filter, etc.)
○ Release. Deactivates the filter.
To Activate a Group
1. Select Tools > Filters.
2. At the Filters and Groups dialog box, click the Groups tab.
3. Highlight a group and click Activate.
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To Release a Group
1. Select Tools > Filters.
2. At the Filters and Groups dialog box, click the Groups tab.
3. Highlight a group and click Release.
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Marketing Tools
Use the Leads Management Center (see Using the Leads Management Center), along with the Campaign
Management Center (Using the Campaign Management Center) and Web Import (refer to Web Import in the
GoldMine Administrator's Guide, to design, test, and implement customer treatment strategies and campaigns to
improve marketing efficiency and measure effectiveness.
Select from the following topics to learn more about using marketing tools in GoldMine.
■
About the Leads Management Center
■
Using the Leads Management Center
■
About the Campaign Management Center
■
Campaign Management Center Toolbar
■
Using the Campaign Management Center
■
Creating Campaigns
■
Cloning Campaigns
■
Creating New Campaign Tasks
■
Deleting Campaigns
Changing Campaign Task Properties
■ Using Constant Contact
■
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About the Leads Management Center
The Center provides a sequence of activities to help manage marketing activities related to the base of contacts and
potential leads. Identify and track who brings in the lead, who and how contact is made, and the lead's progress
through the sales cycle.
Using the Leads Management Center
Use the following procedure to access and use the Leads Management Center.
1. Select Go To > Leads Management Center, or click Administer leads on the Getting Started toolbar.
2. At the Leads Management Center, select from these options to process your set of leads:
○ Import data from a variety of sources including ACT!, DBF, ASCII, SDF, SQL, or XML files.
(see Importing and Exporting Data in the GoldMine Administrator's Guide)
○ Assign an owner/manager and record curtaining to control who can update or view a lead.
○ Assign an Automated Process to process the leads according to a predefined track of actions and triggers
(see Executing Processes in the GoldMine Administrator's Guide).
○ Schedule an activity to route, manage, and schedule one or more activities using calls, next actions,
appointments, literature requests, forecasting sales, events, to-dos, and e-mail communication.
(see Scheduling and Completing Activities)
○ Organize filters/groups to work with leads and filter and group. Create new, add or remove members from
existing, or modify the criteria of filters and groups. To add a current lead to an existing filter or group you
must walk through the steps of editing the filter or group.
(see Filters and Groups)
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About the Campaign Management Center
One of GoldMine's marketing tools, this interface lets you view customer interactions from initial contact to closing
the first sale to future purchases.
Use the Campaign Management Center (see Using the Campaign Management Center), Web Import (see Web
Import in the GoldMine Administrator's Guide), and the Leads Management Center (see Using the Leads
Management Center) to design, test, and implement customer treatment strategies and campaigns to improve
marketing efficiency and measure effectiveness. By tying sales and marketing promotions with customer data you
can provide consistent, personalized customer experiences.
The Center interface contains three panes, a menu, and a toolbar. The navigation pane (tree view) displays each
campaign. Expand a campaign in the tree to reveal its Open, Completed and Contacts folders. Select a folder to
display details and contact names (in the right panes).
The Center tracks open/completed activities and which customers have been contacted. When you complete a
scheduled activity generated from a campaign, GoldMine tracks the activity and records it as completed in the
Completed folder. A completed campaign activity is also noted in the Contract Record History tab.
The Campaign Creation Wizard provides a checklist of activities for conducting a campaign. Use the Wizard to
import data, schedule calls, perform mail merges, and run Automated Processes. For more information, see Creating
Campaigns).
Click the Configure Web Import button on the toolbar. A wizard appears. Use it to create the HTML form and the
script for Web imports. Web import capabilities help you collect contact information from interested visitors directly
from your Web site, to feed that into marketing campaigns.
Campaign Local Menu
Access the local menu by right-clicking on a campaign in the Campaign Management Center.
■
New Campaign. Launches Campaign Creation Wizard.
■
Delete Campaign. Removes selected campaign.
■
Rename Campaign. Renames selected campaign.
■
Clone Campaign. Copies selected campaign to a new campaign.
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■
New Task. Adds new task to selected campaign.
■
Task Properties. Modifies selected campaign.
■
Delete Task. Removes selected task from the campaign.
■
Complete Task. After task is accomplished, marks it as complete.
■
Assign Contacts. Opens the Contact Search Center.
■
Expand/Collapse. Opens or folds up sub-entries in the navigation pane.
■
Expand All. Opens all folders in the navigation pane.
■
Refresh. Updates campaigns listed in the navigation pane.
Campaign Management Center Toolbar
New Campaign: Launches the Campaign Creation Wizard.
Clone Campaign: Copies selected campaign to a new campaign.
Rename Campaign: Changes given name of a campaign.
Delete Campaign: Removes selected campaign.
New Task: Adds new task to selected campaign.
Complete Task: Updates a task to Completed.
Delete Task: Removes selected task from campaign.
Task Properties: Modifies selected campaign task.
Assign Contacts: Opens the Contact Search Center.
Configure WebImport: Displays the WebImport Profiles dialog box.
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Using the Campaign Management Center
The following procedure allows you to create, modify, or delete campaigns using the Campaign Management
Center. Use the Toolbar or Navigation Pane Menu to access actions.
1. Select Go To > Campaigns, or click Campaigns in the Navigation Pane.
2. At the Campaign Management Center, click OK.
3. At the Campaign Management Center dialog box, select an option:
○ Create Campaigns (see Creating Campaigns
○ Clone Campaigns (see Cloning Campaigns
○ Rename Campaigns (see Renaming Campaigns
○ Create a New Campaign Task (see Creating New Campaign Tasks
○ Complete a Campaign Task (see Completing Campaign Tasks
○ Delete Campaigns (see Deleting Campaigns
○ Delete Campaign Tasks (see Deleting Campaign Tasks
○ Modify Campaign Properties (see Changing Campaign Task Properties
Creating Campaigns
You can use marketing campaigns to consolidate a variety of communication activities.
Use the following procedure to create a campaign; it displays in the Campaign Management Center navigation
pane.
1. Select Go To > Campaigns.
2. At the Campaign Management Center window, in the navigation pane, right-click and select New Campaign, or
click New Campaign on the toolbar.
The Campaign Creation Wizard opens.
3. Click Next.
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4. At the Select Contacts dialog box, select a filter or group from the drop-down list.
○ To change the filters or groups to those of a different owner, select <Filters of:> or <Groups of:>.
The Select a User dialog box opens.
○ Select a user and then click OK.
Click Next.
5. At the Assign tasks to this campaign dialog box, click New task.
6. Configure the following:
○ Import Data. GoldMine provides several ways to import data. Select to open the Select Import Data Source
dialog box.
○ Mail Merge. Merge contact information with templates (document, envelope, or label). Select to open the
Mail Merge Properties dialog box.
○ E-mail Merge. Use templates to communicate a promotion to customers using queued Internet e-mail.
Select to open the Mail Merge Properties dialog box appears.
○ Call. Schedule outgoing telephone calls to initiate a contact or follow-up. Select to open the Schedule a Call
dialog box. Only the Detail tab is available.
○ Automated Processes. Use predefined or create new. Select to open the Select an Automated Processes
dialog box.
You can add tasks as needed.
7.
8.
9.
10.
11.
Click Edit to modify a task.
Click Delete to delete a task from the campaign.
Click Next to move to the Summary of selections dialog box.
Review the information presented. If you need to modify the tasks, click Back.
Click Finish.
Cloning Campaigns
Cloning a campaign is useful if you want to create a campaign with similar attributes to an existing campaign.
Use the following procedure to clone a campaign.
1. Select Go To > Campaign.
2. At the Campaign Management Center window, select a campaign.
3. Click Clone Campaign.
GoldMine copies the campaign and displays it in the navigation pane with the same name and a number. for
example, Chicago051604 cloned would appear Chicago051604 (1).
4. Select the cloned campaign and click Rename Campaign.
5. Type a new name and then press Enter.
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Renaming Campaigns
Use the following procedure to rename a campaign.
1.
2.
3.
4.
5.
Select Go To > Campaign.
At the Campaign Management Center window, select a campaign.
Click Rename Campaign.
The insertion point is positioned in the campaign name in enter mode.
Type a new name and then press Enter.
Creating New Campaign Tasks
Use the following procedure to create a new campaign task.
1.
2.
3.
4.
Select Go To > Campaign.
At the Campaign Management Center window, select a campaign.
Expand the Open folder and then click New Task.
Configure the following:
○ Import Data. GoldMine provides several ways to import data. Select to open the Select Import Data Source
dialog box.
○ Mail Merge. Merge contact information with templates (document, envelope, or label). Select to open the
Mail Merge Properties dialog box.
○ E-mail Merge. Use templates to communicate a promotion to customers using queued Internet e-mail.
Select to open the Mail Merge Properties dialog box appears.
○ Call. Schedule outgoing telephone calls to initiate a contact or follow-up. Select to open the Schedule a Call
dialog box. Only the Detail tab is available.
○ Automated Processes. Use predefined or create new processes. See the GoldMine Administrators Guide.
5. Add tasks as needed and then click OK.
Completing Campaign Tasks
Use the following procedure to complete a campaign task.
1.
2.
3.
4.
5.
Select Go To > Campaign.
At the Campaign Management Center window, select a campaign.
Expand the Open folder and select a task.
Click Completed Tasks.
Click Yes at the confirmation prompt.
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Deleting Campaigns
Use the following procedure to delete a campaign.
1.
2.
3.
4.
Select Go To > Campaign.
At the Campaign Management Center window, select a campaign.
Click Delete Campaign.
Click Yes at the confirmation prompt.
NOTE: If an Automated Processes process was attached to a campaign, GoldMine removes the process from
the designated records.
Deleting Campaign Tasks
Use the following procedure to delete a campaign task.
1.
2.
3.
4.
Select Go To > Campaign.
At the Campaign Management Center window, select a campaign.
Click Delete Tasks.
Click Yes at the confirmation prompt.
Changing Campaign Task Properties
Use the following procedure to change a campaign task’s properties,
1.
2.
3.
4.
Select Go To > Campaign.
At the Campaign Management Center window, select a campaign.
Expand the Open folder and select a task.
Click Properties.
The specific task dialog box opens.
5. Change task properties as needed.
Using Constant Contact
GoldMine can connect to and download contact-related campaign information from Constant Contact. You must
have access and login privileges to a Constant Contact account before you can download campaign information.
Select from the following topics to learn more about viewing Constant Contact campaign information within
GoldMine.
Downloading Campaign Information from Constant Contact
Refreshing and Viewing Campaign Information
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Downloading Campaign Information from Constant Contact
Anyone with a Constant Contact account can download campaign information, which includes a summary of the
campaign information and campaign activity relating to contacts.
1. From GoldMine, select Go To > Campaigns > Constant Contact Campaigns to open the Constant Contact tab.
The first time you log in the page will be empty as no campaigns have been downloaded yet.
2. Click Configure to display the dialog, enter the Constant Contact User Name and Password, and click Login.
3. As a first time user, you are asked if you want to download. Click Yes to retrieve a list of campaigns from
Constant Contact. This may take a while.
Once the data is downloaded, the default view displays the 10 most recent campaigns. View more campaigns by
selecting a different value from the choices available in the Show: drop-down.
The list contains basic data about each campaign including the Date Sent, Email Name (the subject line of the email)
and the Last Download. See the list of columns and values in the following table.
Column
Value
Date Sent
The date the Campaign was sent.
Email Name
The name of the email campaign specified in Constant Contact.
Sent
The number of people to whom the email was sent.
Opens
The number of people who opened the email. Stated as a percentage of the Sent
column. Includes an actual number within the brackets.
Clicks
The number of people who clicked on a link after opening the email. Stated as a
percentage of the Opens column. Includes an actual number within the brackets
Opt-outs
The number of people who Opted-Out of receiving any more emails.
Forwards
The number of times the email was forwarded to other recipients using the Forward
to A Friend link.
Bounces
The number of email addresses on the original campaign list to which the delivery
failed.
Last Download
The last date and time Campaign activity was downloaded from Constant Contact
into GoldMine. This column will be empty if History has not been downloaded for a
Campaign.
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Refreshing and Viewing Campaign Information
Refreshing Campaign Information
From the Constant Contact screen, you can click the refresh icon to download new campaigns and to update
summary information (but not the History) for the number of Campaigns selected in the Show: drop-down, starting
with the most recent.
From the list of campaign links, double-click one to download an activity summary that displays additional details,
such as:
■
■
■
Email Statistics: The number of emails sent, opened/not opened, clicked, forwarded, bounced, and unsubscribed
from.
Email Campaign: The run date, status, sending type, number of emails sent as part of campaign, and a link to the
campaign.
Click-through Statistics: The links sent within each email, number of unique click throughs, and percentage of
click-through distributions.
IMPORTANT: Do not refresh or download activity for a Constant Contact Campaign from multiple time zones, as
this will create duplicate History records.
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Viewing Campaign Information for a Contact
You can select a Contact, then select the History tab to see a list of all campaigns sent to the Contact.
The Results column indicates the latest status of the email as a 3-letter code. The following table shows a list of
codes:
Code
Action
SNT
Sent: A campaign email was sent.
BNC
Bounce: A campaign email bounced and was not received.
OPN
Open: A campaign email was opened.
CLK
Click: A link within the email was clicked.
OUT
Opt-Out: The recipient unsubscribed from receiving any further emails. If so, Constant Contact will not send e-mails to this contact in
the future, even if their name appears on another campaign list.
FWD
Forward: The recipient forwarded the email using the Forward to a
Friend functionality.
A campaign may have multiple actions associated with it that are listed under the Results column. For example: if a
contact was sent the email, opened it and clicked a link, opened it, then opened it again and forwarded it, each
action is recorded as a separate line. So, you may see the campaign listed multiple times with a different code for
the result.
About the Preview Pane
Select a record from the History list to see details about the campaign activity in the Preview pane, including which
email address (Additional Contact, or other associated email addresses) received this campaign. The listed email
address links the campaign activity to this Contact. This happens whether the email address is a Primary or
secondary email, or if the email address is listed under Additional Contact.
IMPORTANT: In order for Constant Contact information to link to a single contact, and to work reliably and
predictably, it is recommended that you do not allow a duplicate email address. For more information see
Duplicate Warnings and Duplicate E-mail Addresses.
Code: displays CCE (for Constant Contact Email). Use CCE to filter History for all Constant Contact-related activities.
Notes: displays the hyperlinks that were clicked by the Contact as part of the campaign.
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Service Center
Case management functionality in GoldMine® Premium Edition provides customer service agents the ability to
capture service requests, then filter and access the details of each case. The customer service center enables your
entire service division to pursue, arrange and filter all service requests and optimize work flow throughout the day.
GoldMine Premium Edition case management features allow your service professionals to assign, escalate and
resolve customer service requests quickly and efficiently. Quickly access customer service issues, route them to the
service agent who can best solve the problem, and keep clients informed of their service request progress, all
within your customized GoldMine environment.
Your GoldMine users can now accept incoming customer service requests from multiple sources, be alerted to
upcoming and urgent cases, and get details for any open or closed service request. Individual agents and customer
service managers can filter their daily case activities, improving work efficiency and enabling optimal customer
care.
Select from the following topics to learn more about the GoldMine Service Center.
■
Using the Service Center
■
Using the Case Manager (Detail View)
■
Case Manager Preferences
■
Creating a New Case
■
Creating a New Template
■
Managing Cases
■
Creating a Performance Report for a Case
■
Customizing Service Center Tabs
Using the Service Center
Use the Service Center to open and track service cases.
To open the Service Center from the main menu, select Go To > Service Center, or select the Service button from
the main Navigation Panel.
The Service Center window is divided into two sections; a List view and a Detail view.
Double-click on a case in the List view and the Details view opens.
Click on the bread crumb link in the upper left corner of the Service Center Details view to return to the List view.
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Service Center List View
The Service Center list view (the upper portion of the window) consists of the following elements:
■
A Search field for finding an existing case. Select the search field from the drop-down menu:
○ Number
○ Subject
○ Description
○ Contact Name
○ Company Name
■
A Toolbar with buttons for managing the elements in the List view (see Using the Service Center Toolbar (List
View))
■
A Case List displaying all existing cases in the database depending on the selection set in the Toolbar
■
An Activity and Notes panel
■
A Summary of the specified case
To switch to the detail view, double-click on a case in the list. Click the chevron button
window to view both the case list and case details in the main window.
in the right portion of the
Understanding the Case List (List View)
The case list can be sorted by any of its set columns. For example:
■
Status: Current status
■
Number: Case number
■
Subject: Subject of case
■
etc...
Understanding the Activities and Notes Panel
The Activities and Notes panel contains the following fields:
■
Next Activity: Displays the next activity scheduled for this case
■
Last Activity: Displays the last activity performed for this case
■
Last Note: Displays the last note from Notes tab applied to this case
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Understanding the Case Summary (List View)
The bottom portion of the Service Center List View window contains the following fields:
■
Case Number: A unique string that identifies an individual case
■
Company: The name of the company associated with the specified case number
■
Contact: Contact information for the company associated with the specified case as a link you user can to
navigate to the Contact record.
■
Template: Select the desired template for the specified case.
■
Category: User-defined Category to which this case is assigned. Category is an F2 Lookup Field and can be saved
as part of a template
■
Type: User-defined Type for specified case. Type is an F2 Lookup Field and can be saved as part of a template
■
Origin: User-defined Origin of specified case. Origin is an F2 Lookup Field and can be saved as part of a template
■
Priority: User-defined Priority assigned to the specified case. Priority is an F2 Lookup Field and can be saved as
part of a template
■
Offering(s): User-defined product or service for the specified case. Offering(s) is an F2 Lookup Field and can be
saved as part of a template
■
Subject: A basic subject that summarizes the service issue
■
Description: A detailed description of the service issue
■
Status: The current status of the specified case. Can be Open, Assigned, or Reassigned, or Resolved
■
Owner: The user to whom this case is assigned
■
Submitted: The date and time when this case was created, expressed in the MM/DD/YYYY HH:MM:SS format.
MM/DD/YYYY is the month, date, and year when the case was created, and HH:MM:SS is the hour, minute, and
second when the case was created
■
Deadline: The date when this case is scheduled to be resolved, expressed in the MM/DD/YYYY format, where
MM is the month, DD is the date, and YYYY is the year. The default value for this function is set in the Case
Manager Preferences dialog
Using the Service Center Toolbar (List View)
The toolbar in the Service Center List view provides elements that allow you to view and manage details for cases.
Open new cases and create case templates, choose viewing and grouping options, reassign, escalate, and resolve
cases.
■
New Case /New Template. To open a new case, select New Case from the New Template/New Template dropdown menu.
■
Print. Creates a print preview of the current Case on the Case Details tab (see About the Case Details Window
(Detail View)).
■
Refresh. Updates the page information.
■
Delete. Deletes the currently selected Case.
■
Show. The Show menu allows you to filter the information displayed in the case list.
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■
Group. The Group menu allows you to group cases in the List view.
■
Reassign. The Reassign Case dialog box allows you to assign the specified case to another user or service
representative.
■
Escalate. Open the Escalate Case dialog, where you can escalate the specified case priority.
■
Resolve. The Resolve Case dialog box allows you to mark a case as Resolved and enter resolution notes and an email notification message.
■
■
Analyze. Click this button to open the Case Management Analysis dialog box where you can filter performance
data by user. You can also export this information to a Microsoft Excel spreadsheet or Microsoft Word.
Customize. Click this button to customize the Case Manager settings.
Service Center Detail View
The Service Center Detail View consists of the following elements:
■
A Toolbar, which allows you to create new cases and templates, edit the status of the specified case, and analyze
the specified case (see Using the Service Center Toolbar (Detail View))
■
A Case Details window, which includes fields and drop-down menus that allow you to view and manage details
for the specified case (see About the Case Details Window (Detail View))
■
A Case Manager, a customizable workspace where you can schedule and manage activities, notes, tasks, and
resources for the specified case (see Using the Case Manager (Detail View))
To switch to the List view, use the chevron button in the top-right portion of the window when the Detail view is
activated in the Case Center List View
Using the Service Center Toolbar (Detail View)
The Service Center Detail View toolbar provides the following elements, which allow you to view and manage details
for an individual case:
The Service Center workspace tool bar consists of these buttons:
■
New Case /New Template. To open a new case, select New Case from the New Template/New Template dropdown menu.
■
Print. Creates a print preview of the current Case on the Case Details tab (see About the Case Details Window
(Detail View)).
■
Refresh. Updates the page information.
■
Delete. Deletes the currently selected Case.
■
Reassign. Click this button to open the Reassign Case dialog box where you can assign a case to a new service
representative, or reassign an existing case to a new service representative (see Reassigning a Case).
■
Escalate. Click this button to open the Escalate Case dialog box where you can escalate the specified case priority
(see Escalating a Case).
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■
Resolve. Click this button to open the Resolve Case dialog box where you can mark a case as Resolved and enter
resolution notes for that case (see Resolving a Case).
■
Abandon. Click on this button to mark a specific case Abandoned and enter resolution notes for that case.
■
Templates. Select from drop-down menu:
○ Save as Template. Open the Manage Case Templates dialog with the previous saved template (see Creating
a New Template).
○ Manage Templates. Open the Manage Case Templates dialog with predefined values not populated (see
Managing Templates).
■
Analyze. Click this button to open the Case Management Analysis dialog box where you can filter performance
data by user. You can also export this information to a Microsoft Excel spreadsheet or Microsoft Word (see
Creating a Performance Report for a Case).
■
Customize. Click this button to customize the Case Manager settings (see Case Manager Preferences).
About the Case Details Window (Detail View)
The Detail Window contains the following display fields, drop-down menus, and F2 Lookup fields, for viewing and
managing details of the specified case.
■
Case Number: A unique string that identifies an individual case
■
Company: The name of the company associated with the specified case number
■
Contact: Contact information for the company associated with the specified case as a link you user can to
navigate to the Contact record.
■
Template: Select the desired template for the specified case.
■
Category: User-defined Category to which this case is assigned. Category is an F2 Lookup Field and can be saved
as part of a template
■
Type: User-defined Type for specified case. Type is an F2 Lookup Field and can be saved as part of a template
■
Origin: User-defined Origin of specified case. Origin is an F2 Lookup Field and can be saved as part of a template
■
Priority: User-defined Priority assigned to the specified case. Priority is an F2 Lookup Field and can be saved as
part of a template
■
Offering(s): User-defined product or service for the specified case. Offering(s) is an F2 Lookup Field and can be
saved as part of a template Product / Service in the Save as Template dialog box.
■
Subject: A basic subject that summarizes the service issue and can be saved as part of a template
■
Description: A detailed description of the service issue
■
Status: The current status of the specified case. Can be Open, Assigned, Reassigned, Resolved, or Abandoned
■
Owner: The user to whom this case is assigned
■
Submitted: The date and time when this case was created, expressed in the MM/DD/YYYY HH:MM format.
MM/DD/YYYY is the month, day, and year when the case was created, and HH:MM is the hour and minute,
when the case was created
■
Deadline: The date when this case is scheduled to be resolved, expressed in the MM/DD/YYYY format, where
MM is the month, DD is the day, and YYYY is the year. The default value for this function is set in the Case
Manager Preferences dialog (see Case Manager Preferences).
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Using the Case Manager (Detail View)
The Case Manager is a customizable, tab-based workspace where you can schedule and manage activities, notes,
tasks, and resources for cases. It is located at the lower portion of the Service Center Detail View.
■
Managing Case Manager Tabs
■
Case Manager Preferences
Managing Case Manager Tabs
The Case Manager can contain any of the following functional tabs, based on your selections in Case Manager
Preferences:
Pending
Use the following buttons to manage the information in the Pending tab.
■
Schedule: Open a drop-down menu with the following options:
○ Call: Open the Schedule a Call dialog.
○ Next Action: Open the Schedule a Next Action dialog.
○ Appointment: Open the Schedule an Appointment dialog.
○ Literature Request: Open the Schedule a Literature Request dialog.
○ Other Action: Open the Schedule an Other Action dialog.
○ To-do: Open the Schedule a To-do dialog.
○ Event: Open the Schedule an Event dialog.
■
Edit: Open a dialog box appropriate for editing the specified scheduled activity.
■
Complete: Open a dialog box appropriate for completing the specified scheduled activity.
■
Delete: Delete the activity that is currently selected in the Pending list.
Notes
Use the Case Manager Notes tab to create and edit notes pertaining to an individual service case.
To create a new note from the Notes tab, select Add Note.
■
A text field with a text formatting toolbar appears.
■
Type your text, apply formatting options, and select the yellow Save icon at the far left of the toolbar to create a
new note.
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Team
Use the Case Manager Team tab to add users to a team for the specified case.
■
To add team members, select Add from the Team tab window.
○ Select a User from the drop-down menu, and assign a Role for that user.
○ Repeat these steps to add more team members.
■
To edit roles for each team member, select Edit from the Team tab window, edit the Role field, and select OK.
■
To delete team members, highlight a user, select Delete, then select Yes in the dialog that appears.
Tasks
Use the Case Manager Tasks tab to create and assign tasks to users for the specified case.
To Create a New task
Select Add from the Tasks tab window.
The New Task dialog appears which contains the following options.
Task
○ Type a name and description for the task in the text boxes provided.
Assign To
○ Assign the task to a particular user.
Time
○ Choose a Start Date and End Date using the calendar drop-down menus.
○ If desired, set an Alarm by selecting the checkbox labeled Alarm, and set the time and date in the provided
drop-down menus.
Options
○ Select a Color code for the task.
○ Type or use the scroll up/down buttons to note the % (Percentage) Complete of the task.
To Edit an Existing Task
Select Edit from the Tasks tab.
■
The Edit Task dialog appears, which is identical to the New Task dialog.
■
Make desired changes to the task and select OK.
To Complete an Existing Task
Select Complete from the Tasks tab.
■
The Complete Task dialog appears.
■
To schedule a follow-up activity, select the checkbox labeled Schedule a follow-up, choose an activity from the
drop-down menu, and select OK.
■
If you chose to schedule a follow-up activity, the appropriate dialog box will appear.
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Attachments
Use the Case Manager Attachments Tab to attach documentation supporting a problem or solution for the specified
case
To Attach a Document or Link to the Case from the Attachments Tab
1. Select Add from the Attachments Tab window.
The Add Attachment dialog appears.
2. Depending on the nature of the document you will attach or link to, select either Problem or Solution from the
Relates To drop-down menu.
3. Select either Document or Link from the Type drop-down menu.
4. Type the title of the document or link in the Title field.
5. Type a web or intranet link into the Location field, or select Browse to navigate to a document on a local or
network location.
6. To view an attached document from the Attachments Tab, select View.
The document will open within its native application.
7. To delete an attached document from the Attachments Tab, select Delete, then select Yes from the dialog that
appears.
Resolution
Use the Case Manager Resolution Tab to enter and manage notes and Knowledge Base topics supporting the
resolution of the specified case.
To Add a New Note from the Case Manager Resolution Tab
1. Select Add Note
A text entry field appears in the tab window with a text formatting toolbar.
2. Type or paste text for your note into the text field, and apply any desired text formatting
3. When finished, select the yellow Save icon on the left of the toolbar
Your new note appears in the tab window
To Search or Browse the Knowledge Base for Supporting Topics from the Resolution Tab
1. Select Search Knowledge Base from the tab window
The Knowledge Base window appears with all topics or the results from your search.
2. To bypass search options and browse directly to a book, folder or topic, select Cancel or enter the search terms
and press Search.
The Knowledge Base window appears
3. Browse to the desired topic using the navigation pane to the left and the preview pane to the right
4. With the appropriate topic highlighted, click Select
The topic is now listed in the Resolution Tab with a hyperlink and a title
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To Remove a Knowledge Base Topic from the Resolution Tab
1. Select a topic from the Remove Knowledge Entry drop-down menu
2. Select Yes in the dialog that appears
History
When an Activity or Task has been completed, it is moved from the Pending or Task tab to the History tab. Doubleclick an activity or task in the History tab to view additional details about the history of that item.
Contacts
The Contacts tab lists all Contacts linked to the current Case.
To Add a Contact to the Case
Right-click in the Contact list section and select New Contact. Then, click the Search button to the right of the
Company field and select to Look up contact (opens the Contact Search Center) or Create a new contact (opens the
New Record dialog box) from the menu.
To Edit a Contact
Select the Contact from the list, then right-click and select Delete from the menu.
IMPORTANT: There is no Undo or warning prior to selecting the Delete command.
Case Manager Preferences
The Case Manager Preferences dialog allows you to customize the data that appears in the Case Manager.
To Access the Case Manager Preferences
1. Open the Service Center Detail View.
2. Select Customize from the Service Center Toolbar.
The Case Manager Preferences dialog contains four tabs: Options, Column Selection, Tab Selection, and Labels.
Options
The Options tab contains the following elements:
■
Case Number Mask (see About the Set Case Number Mask Dialog)
■
Default Follow-up Interval: Determine the default interval, in days, between the case's creation date and the
date automatically set in the Deadline field (Detail View). For example, to set a default interval of 7 days, select
“7” from the drop-down menu. This is the date when this case is scheduled to be resolved as displayed as the
Deadline in the Case Details Window (see About the Case Details Window (Detail View)).
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■
Default Assignment: Choose the user, if any, that cases will be assigned to by default
■
Default Template: Choose the case template, if any, that all cases will default to
■
Priority List: Select the types of cases that will be automatically be added to your priority list
TIP: Use the Priority List to create a custom filter for cases. For example, to display only unread
cases in the Service Center for a user, select only the checkbox for Cases Unread in the Options
window, then select My Priority List from the Show menu in the Service Center toolbar.
■
Show as an Alert: Select the types of cases that will automatically create alerts
Column Selection
Use the Column Selection tab to choose the columns to display in the Case List
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Tab Selection
Use the Tab Selection tab to choose the tabs to display in the Case Manager.
Click the Tab Selection tab and select from the following options:
NOTE: For each tab title listed, clear the associated checkbox to hide tab from view.
■
Move Up. Repositions the tab. Select a tab and click Move Up. The tab moves up one position.
■
Move Down. Repositions the tab. Select a tab and click Move Down. The tab moves down one position.
■
Customize tab labels globally. Applies changes to all users. Select the checkbox if you want changes to apply to
all users.
■
Rename. Renames the tab. Select a tab and click Rename. At the Edit Tab label dialog box, type in the new tab
label and click OK. The new tab name appears.
■
Reset. Return the tabs to default order.
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Labels
Use the Labels tab to change the labels for the fields used in the Case properties dialog box.
To change the field label, double-click the New Label field that corresponds to the Default Label. Enter a new label
and then click OK.
About the Set Case Number Mask Dialog
Use the Set Case Number Mask dialog to set up protocols for case numbers in the Service Center.
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The Set Case Number Mask dialog contains the following elements:
■
A Preview field: Preview your numbering format based on choices you make in the settings area below
■
A Settings area containing the following fields, menus, and check-boxes
○ Prefix: Specify a text string that always precedes your unique identifier number. Alternately, to use an
automated date stamp as your prefix (MMDDYYYY) select the check-box labeled Use Timestamp
○ Separator (1): A punctuation mark that separates your prefix and unique identifier number
○ Identity Seed: A numeric value denoting the starting point for your unique identifier number
○ Identity Format: The total number of digits in your unique identifier number. This number must have at least
4 digits and no more than 10 digits
○ Suffix: Specify a text string that always follows your unique identifier number. Alternately, to use an
automated date stamp as your prefix (MMDDYYYY) select the check-box labeled Use Timestamp
○ Separator (2): A punctuation mark that separates your unique identifier number and suffix
When finished, select OK to save changes, or select Cancel to exit the dialog without saving changes.
Creating a New Case
Use the following procedure to create a new service request (Case).
1. Select Go To > Service Center or select Service from the main Navigation Panel.
2. At the Service Center, click New Case.
The Contact Search Center window opens pre-filled with the current contact record.
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3. Double-click on a contact and then click Select.
If you have many records listed, use the Search capability at the top of the window. For more information on
using the Contact Search Center, see Searching for Contact Records.
○ To create a case from a new contact, click New Contact and complete the New Record dialog box.
The Service Center window opens and the new case appears with a system-generated case number in the
Case Number field. Depending on the case, some fields also might be system-generated.
4. Complete each field by clicking next to the field and either entering text in the field box or selecting values by
clicking the down arrow on the box.
NOTE: As the user, you (or your administrator) define the values in the drop-down box using F2 Lookup. If you
have not created any values, no values will appear.
5. Click on the Pending tab and schedule activities as needed.
For more information on the Pending tab, see Scheduling Activities.
6. Click on the Notes tab and then click Add Notes.
Type any notes you have in the workspace, as needed and then click the Save icon in the top left side of the
Notes workspace.
7. Click on the Team tab and complete the team information as needed.
○ To add a team member, click Add. At the Add Member dialog box, select a user from the drop-down box and
type in the user’s role in the Role field.
○ To edit a team member, either double-click on the team member or click on the team member and click Edit,
and then make the changes.
○ To delete a team member, click on the team member and then click Delete.
8. Click on the Task tab and complete the tasks properties as needed.
○ To add a task, click Add and complete the New Task dialog box.
○ To edit a task, double-click on the task or select the task and click Edit.
○ To mark a task Complete, click Complete and at the Complete Task > Options section, select or type 100 in
the % completed field.
○ To print a task, select the task and click Print > Print.
○ To delete a task, select the task and click Delete.
9. Click on the Attachments tab and add attachments as needed.
○ To add an attachment, click Add and complete the New Attachment dialog box.
○ To delete an attachment, click on the attachment and click Delete.
○ To view an attachment, click View.
10. Click on the Resolution tab to add resolution information to the case, as needed.
○ To add a note, click Add Note and type the note in the workspace.
○ To search the Knowledge Base, click Search Knowledge Base.
○ To delete a Knowledge base entry, click Remove Knowledge Entry.
11. When an activity or task has been completed, it is moved from the Pending or Tasks tab to the History tab. Click
on the History tab and double-click on an activity or task to view additional details about the history of that
item.
12. Click on the Contacts tab to view the contacts associated with this case.
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To Customize the New Record Tabs
After completing the new record, customize the tabs for the record. You can have additional tabs on your system.
TIP: To view the tabs that are off screen, click the left or right arrow at the end of the tabs.
1. Click on the Pending tab and complete the dialog box as needed.
For more information on the Pending tab, see the GoldMine User’s Guide. or online help.
2. Click on the Notes tab and then click Add Notes.
Type any notes you have in the workspace, as needed and then click the Save icon in the top left side of the
Notes workspace.
3. Click on the Team tab and complete the team information as needed.
○ To add a team member, click Add. At the Add Member dialog box, select a user from the drop-down box and
type in the user’s role in the Role field.
○ To edit a team member, either double-click on the team member or click on the team member and click Edit,
and then make the changes.
○ To delete a team member, click on the team member and then click Delete.
4. Click on the Task tab and complete the tasks properties as needed.
○ To add a team member, click Add and complete the New Task dialog box.
○ To edit a task, double-click on the task or select the task and click Edit.
○ To mark a task Complete, click Complete and at the Complete Task > Options section, select or type 100 in
the % completed field.
○ To print a task, select the task and click Print > Print.
○ To delete a task, select the task and click Delete.
5. Click on the Attachments tab and add attachments as needed.
○ To add an attachment, click Add and complete the New Attachment dialog box.
○ To delete an attachment, click on the attachment and click Delete.
○ To view an attachment, click View.
6. Click on the Resolution tab to add resolution information to the case, as needed.
○ To add a note, click Add Note and type the note in the workspace.
○ To search the Knowledge Base, click Search Knowledge Base.
○ To delete a Knowledge base entry, click Remove Knowledge Entry.
7. When an activity or task is competed, it is moved from the Pending or Tasks tab to the History tab. Click on the
History tab and double-click on an activity or task to view additional details about the history of that item.
8. Click on the Contacts tab to view the contacts associated with this case.
9. Save this case by clicking on the Save icon in the toolbar.
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Creating a New Template
The Template fields are based on typical service case categories and prioritization. For example, a template might
be used when the service call center logs a request from a customer to repair a telephone that is under warranty.
Use the following procedure to create a new template.
1. At the Service Center, click the down arrow on New Case > New Template.
2. The Edit Template dialog window opens.
3. At the New Template Name field, type a name for the new template.
4. Select or type or select appropriate F2 lookup field values (see F2 Lookup Lists in the GoldMine Administrator's
Guide).
5. Click Save.
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Managing Templates
After you have created templates (see Creating a New Template), you can use the following procedure to manage
your templates (Clone, Edit, or Delete).
1. At the Service Center, click the Template down arrow and select Manage Templates.
You can also access the Manage Templates dialog box by clicking New Case > New Template and then clicking
Cancel.
The Manage Template window opens.
2. Select the template from the list.
3. Use the buttons to the right of the list for make the following changes:
○ New opens the Edit Template with a default template name.
○ Edit opens the Edit Template dialog box for the selected template.
○ Clone opens the Edit Template dialog box with the information from the currently selected template, but
with the “New” prepended to the name to make a copy.
○ Delete deletes the template from the list of available templates
4. Make any desired changes and then click Save.
Managing Cases
■
Reassigning a Case
■
Escalating a Case
■
Resolving a Case
■
Abandoning a Case
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Reassigning a Case
You can reassign a case to another user.
Use the following procedure to reassign a case.
1. At the Service Center window, at the toolbar, click Reassign.
The Reassign Case dialog box opens and displays the selected case's unique number.
2. Click the Use the Reassign To drop-down menu to select a user to whom you will reassign the case.
To notify the selected user of the reassignment via e-mail, make sure the E-mail Notification checkbox is
checked, and type your message into the Message box provided.
3. Click Reassign to reassign the case or Cancel to exit the dialog without reassigning the case.
NOTE: A History entry will be created for the Reassignment action.
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Escalating a Case
The Escalate function enables you to escalate a case priority.
Use the following procedure to escalate a case.
1. At the Service Center window, at the toolbar, click Escalate.
The Escalate Case dialog opens and displays the selected case's unique number.
2. Click the Escalate To drop-down menu to select the user to whom you will escalate the case.
To notify the selected user of the escalation via e-mail, make sure the E-mail Notification checkbox is checked,
and type your message into the Message box provided.
3. Click Escalate to escalate the case or Cancel to exit the dialog without re-escalating the case.
NOTE: A History entry will be created for the Escalation action.
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Resolving a Case
After a case is resolved, it is removed from the list of active cases.
Use the following procedure to resolve a case.
1. At the Service Center window, at the toolbar, click Resolve.
The Resolve Case Dialog opens.
2. In the Notes field, enter information about the resolution of the case.
3. To notify the selected Contact from the Case of the resolution via e-mail, check the E-mail Notification box and
type your message into the Add Message box. The Create E-mail window appears.
4. Enter a Resolution Type, or select one from the lookup list.
5. To attach an article to the case, click the Search Knowledge Base button. Attached article are listed in the
Articles section.
6. If you want to include any attachment, check the box next to the item in the Add Attachment section.
NOTE: When resolving a case, the Service Center does not send the Knowledge Base article to the customer.
7. When finished, click Resolve, or select Cancel to exit the dialog without resolving the case.
NOTE: A History entry will be created for the Resolving action.
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Abandoning a Case
Use the Abandon Case dialog to change the status of a case to Abandoned and remove it from the active case list.
1. From the Service Center List View, select Abandon Case from the toolbar. The Abandon Case Dialog opens:
2. In the Notes field, enter information about the abandoned case.
3. To notify other users of the abandoned case via e-mail, check the E-mail Notification box and type your
message into the Add Message box.
4. When finished, click Abandon.
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Creating a Performance Report for a Case
Use this procedure to filter performance data by user and create reports.
1. At the Service Center window, at the toolbar, click Analyze.
The Case Management Analysisdialog box opens.
2. At theFor User(s) drop-down box, select which user(s) to include in the report by selecting check boxes in the
drop-down menu
3. Choose a date range for the report in the View From and to fields.
4. Sort the resulting data by any of the six columns:
○ User
○ # Assigned. The number of active cases currently assigned to this user.
○ # Escalated. The number of active cases escalated to this user.
○ # Abandoned.The number of cases changed to Abandoned status by this user.
○ # Resolved. The number of cases changed to Resolved status by this user.
○ % On Time. The percentage of cases resolved before deadline by this user.
5. Click Refresh to refresh results after entering new criteria.
6. Click Export to to export your report to either a Microsoft Word or Microsoft Excel document.
7. Click Print to print a hard-copy of your report to a local or network printer.
8. Click Close to close the Case Management Analysis dialog window.
TIP: To customize how the data appears in the Case Manager see the GoldMine Administrators
Guide.
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Customizing Service Center Tabs
You can customize the Service Center tabs to your particular needs. You can add or delete a tab, rearrange the
order in which they appear or rename the tabs.
1. At the Service Center, in the tabs area, click the more tab which appears left of the tabs.
A list of the tabs appears.
2. Click Customize.
The Display Tabs dialog box opens.
3. Select from the following customize the tabs:
○ To add a tab, click the checkbox next to the tab and a check appears in the box and then click OK. The tab is
added.
○ To delete a tab, click the marked checkbox. The check disappears. Then click OK. The tab is deleted.
○ To rearrange the order of the tabs, select the tab and click the Move Up or Move Down and then click OK.
The tabs order changes.
○ To rename a tab, select the tab and click Rename. Type the new name in the dialog box and click OK. The
new name appears on the tab. To make this change global throughout GoldMine, click Customize tab
labels globally.
○ To abandon the changes, click Reset and then click OK. The original tabs and tab order appear.
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Knowledge Base
The Knowledge Base provides a resource for maintaining any type of information useful to an organization or an
individual. It can provide easily accessible storage for graphics, multimedia files, and/or program applications. This
information can then be linked to a contact record (displays the record whenever you access that topic).
The Knowledge Base consists of the Knowledge Base, and the Personal Base. Configure them to present newly
added information to the user, control user reading and updating privileges, and search for specific entries based
on user-defined criteria. Topic pages are arranged in outline format. Locate information by navigating through
different sections, conducting a search, or opening a linked file.
Knowledge Base material is stored in the InfoMine table.
Users with Master Rights can set up user access to the Knowledge Base; each connected user can set up
information in his or her Personal Base.
Select from the following topics to learn more about using the GoldMine Knowledge Base.
■
Accessing the Knowledge Base
■
Knowledge Base Toolbar
■
Creating and Editing Knowledge Base Books, Folders, and Topics
■
Adding HTML Text to Knowledge Base Topics
■
Knowledge Base Topic Text Local Menu
■
Adding Attachments to Knowledge Base Documents
Accessing the Knowledge Base
Use the following steps to access the Knowledge Base.
1. Select Go To > Knowledge Base, or select Knowledge Base from the main navigation pane. The Knowledge
Base window appears.
2. Use the Knowledge Base toolbar to navigate and manage.
3. View information by selecting a tab:
○ Knowledge Base. Maintains information created by, for, and about an organization and available to
multiple users.
Depending on rights, all users can potentially view all Knowledge Base topics. However, only users with
Master Rights can add, edit, or delete Knowledge Base items.
○ Personal Base. Maintains information useful to an individual user that only the user can view and update.
The only way to access a PersonalBase is to log in to GoldMine as the user who created the PersonalBase.
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4. Create, edit, and search the Knowledge Base. Set security and notification for users.
5. Create and edit topic text and linked files. See Adding HTML Text to Knowledge Base Topics and Adding
Attachments to Knowledge Base Documents.
6. Click X to close.
Knowledge Base Toolbar
Adds a book to the Knowledge tree.
Adds a folder to the selected book
Adds a topic to the selected book or folder
Displays the Topic or Section Properties dialog box for the selected item.
Displays the Attach File tab of the Topic or Section Properties dialog box.
Deletes the selected item.
Displays a Table of Contents in the lower right pane of the selected book.
Displays the Search dialog box and allows you enter search terms.
Launches attachments, graphics, or other applications.
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Creating and Editing Knowledge Base Books, Folders,
and Topics
Organize information in the either Knowledge Base or Personal Base by creating high level books, internal folders,
and pages to address individual topics.
To Create Knowledge Base Books, Folders and Topics
1. Select Go To > Knowledge Base, or select Knowledge Base from the main navigation panel. The Knowledge
Base window opens.
2. To create a book, click the New Book toolbar icon
.
At the <new book> in the left pane under Knowledge Base, type a name. Click in the right pane to add HTML
text or click the Attach a file toolbar icon to add an attachment.
Adding text or attachments at the book level is possible but will interfere with a book level Table of Contents.
Adding a TOC replaces the text on the book, folder, or topic.
3. To add a folder, highlight the book to which you want to add the folder and click the New Folder toolbar icon.
The new folder appears under the selected book. Type in the name of the folder. Click in the right pane to add
HTML text or click the Attach a file toolbar icon to add an attachment.
4. To add a topic page, highlight the book or the folder to which you want to add the topic and click the New
Topic Page toolbar icon. The new page appears under the selected book or folder. Type the name of the topic.
Adding HTML Text to Knowledge Base Topics
Use the capabilities of HTML to create pages in the InfoCenter.
NOTE: The information provided here is specifically for the topic level, but is applicable at the Book and
Folder levels.
To Add HTML Text to a Knowledge Base Topic
1. In the Knowledge Base window, click the right pane.
A blinking cursor and the HTML toolbar appear.
2. Type the information into the page, or copy and paste it in from other sources.
3. Right-click the text pane and use the local menu options to format your document an add features.
The HTML lets you format the text in a pleasing display and add Internet hyperlinks and graphics.
4. Click Save.
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Knowledge Base Topic Text Local Menu
To open the Knowledge Base topic local menu, right-click in the right pane of the Knowledge Base window.
The menu options are:
■
Save. Saves the page you have created.
■
Cut. Cuts the highlighted text.
■
Copy. Copies the highlighted text.
■
Paste. Pastes copied text to the location of the blinking cursor.
■
Delete. Deletes highlighted text.
■
Select All. Selects all the text on the page.
■
Font. Sets the font style, type, and size.
■
Paragraph. Sets text alignment on the page.
■
Style. Sets the text style, including format, heading, definitions.
■
Insert. Select the following.
■
Insert Picture. Select this option and the Picture dialog box opens. Browse to a saved file or type the hyperlink to
a web-based picture.
■
Insert Link. Select this option and the Hyperlink dialog box opens. Select the file type to link and type the URL.
■
Spell Check. Select this option and the Check Spelling dialog box opens.
■
Save as File. Saves the HTML page you created as a separate file.
■
Print. Prints the page.
■
Edit HTML Source. Toggles the display from your formatted WYSIWYG to HTML source code. Edit the document
in the HTML source code.
■
WYSIWYG means What You See Is What You Get. A WYSIWYG display allows you to see on the screen exactly
what will appear when the document is printed.
■
HTML means 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.)
Adding Attachments to Knowledge Base Documents
Attach existing documents to Knowledge Base topics to maintain such specialized documents as contracts, price
charts, and invoice forms in other applications and launch them from InfoCenter. Attachments can also be other
applications.
To Add an Attachment to a Knowledge Base Document
1.
2.
3.
4.
Select the book, folder, or page to which to attach a file.
Right-click and select Attach file.
The Attached File tab of the Topic Properties dialog box opens.
In the Attached file field, type or browse to the location of the file to attach.
If attaching an application, browse to the .exe file for the program.
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5. Select Synchronize the file to include the attachment when the Knowledge Base information is synchronized
to remote users.
6. Click OK.
The path to the attached file appears on the right of the Knowledge Base toolbar and the Launch Attached File
button is active.
7. To open the attached file or application, click the button, or right-click and select Launch.
Searching the Knowledge Base from the Resolution
Tab
The Knowledge Base, when put to full use, can become a large database of shared knowledge. In order to locate
particular pieces of information, perform a search of the Knowledge Base from the Case Manager Resolution Tab
(see Managing Case Manager Tabs).
To Search the Knowledge Base from the Resolution Tab
1. In the Search For text box, type the word or phrase to search.
NOTE: The drop-down list includes previously searched terms.
2. In the Search Scope area, select:
○ Knowledge Base: Search the entire Knowledge Base
○ Last pages found: Search topics retrieved by previous search.
○ Select Match whole words only to match the entire word.
○ Select Match case to match the upper and lower case of a word.
3. In the Search Area, select the areas you will search in:
○ Keywords: Keywords added to the Topic Properties.
○ Topic name
○ Folder name
○ File names: Attached files.
○ Topic text: Text within the topics.
4. Click Search. The Search for status window appears. Zero indicates no matching topics. If matching topics are
located, a Search Results tab is added, displaying them in the left pane.
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GoldMine Link for Microsoft Outlook
GoldMine Link for Microsoft Outlook is a quick and easy way for you to link email messages from Microsoft Outlook
to GoldMine. After installing GoldMine Link for Microsoft Outlook, a GoldMine toolbar is available within Outlook.
This toolbar enables you to:
■
Configure your GoldMine Link settings.
Manually Link Email Messages to GoldMine contacts.
■ Automatically link email messages to GoldMine contacts
■
○ Specify folders for automatic linking.
○ Specify email address to exclude from automatic linking.
■
View a contact linked to an email message within GoldMine Premium Edition.
■
Unlink email messages from GoldMine contacts.
■
Create a new contact in GoldMine.
■
Select recipients from the GoldMine Address Book to send email messages to.
IMPORTANT: GoldMine Link must be configured before the integration is considered complete and ready to
use.
IMPORTANT: The GoldMine Address Book should be added only after the entire set up of GoldMine Link has
been completed, and only after testing the connection between Outlook and GoldMine at least once.
Overview of GoldMine Link for Microsoft Outlook
After GoldMine Link has been installed, configured and is ready to use, you will see a GoldMine menu option in the
toolbar. The toolbar contains several action buttons that allow you to:
■
Link email messages to GoldMine contacts. See Linking Email Messages to GoldMine Contacts.
■
Unlink email messages from GoldMine contacts. See Linking Email Messages to GoldMine Contacts
■
View a contact linked to an email message within GoldMine Premium Edition.
■
Configure your GoldMine Link settings.
■
Connect to or disconnect from GoldMine.
After installing GoldMine Link for Microsoft Outlook, you should see the following two (2) new columns appear in
your default Inbox folder:
■
GM column:
Indicates whether or not an email message has been linked to a GoldMine contact.
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■
GM Company column:
Displays the company and name of the GoldMine contact when an email message has been linked.
Linking Email Messages to GoldMine Contacts
You can link email messages from any of your Microsoft Outlook folders to GoldMine contacts either manually or
by enabling automatic linking of email messages. If needed, you can manually link email messages that you are still
composing or working with in the Outlook draft folder.
NOTE: In GoldMine, any linked email messages will be filed in the GoldMine contact’s History, and will
appear within the History tab.
Using Templates in Email Messages
GoldMine Link enables you to select predefined GoldMine document templates for inclusion in linked email
messages, whether as part of the message or as an attachment.
Note that the process of selecting a template for the message occurs after you have linked a GoldMine contact. At
that point, you can choose to add a predefined template to the email message from the GoldMine Templates
drop-down list. A prompt will display indicating that the message body will change according to the template
selected.
Manually Link Email Messages
You can manually link email messages (either completed or in draft form) from Outlook to GoldMine contacts by
using one of the following methods:
■
Select an email message in Outlook, then select the Link Email button in the GoldMine toolbar.
■
Select several email messages in Outlook and click Link Email in the GoldMine toolbar.
At the Link Email dialog seen below, select an option to link your email message(s) to GoldMine.
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When multiple email messages are selected the following dialog is displayed.
Link to Contact / Link All Messages to Contact
If the email address in the selected email message(s) is (are) found in GoldMine, this section will contain information
about the GoldMine contact whose email address matches the one in the selected email message(s).
■
Selecting this option will link your selected email message to the GoldMine contact.
■
To link a previously linked email message to a different contact, first unlink the email message from the original
contact, then link the email message to the GoldMine contact of your choice.
If the email address is not found in GoldMine, the Link to Contact option is disabled, as seen in the following dialog.
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When multiple email messages are selected and the email address is NOT found in GoldMine, as seen in the following
dialog.
Search GoldMine
The Search GoldMine option enables you to search GoldMine Premium Edition for a specific contact, with whom to
link the Outlook messages.
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Browse your GoldMine contacts and additional contacts using the Search window, or enter a contact name,
company, or email address in the search field to narrow your search results.
NOTE: If you want to view more information about a contact before linking it, you can right-click the contact
and select View Contact.
You will be prompted on what to do next, depending on whether the email address in the selected message already
exists in GoldMine.
1. If the email address does not exist in GoldMine, you will see the following options:
a. To add the email address to the contact you choose, and link the email message.
OR
b. To only link the email messages to the contact you chose. The email address will not be added to the
contact.
Selecting either one of these options will link the email messages to the GoldMine contact. See the following
example.
2. If the email address already exists in GoldMine, you will see the following options instead:
a. To remove the email address from the contact it is currently attached to and add it the contact you have
chosen from the Search window. Then link the email message.
OR
b. To only link the email messages to the contact you have chosen from the Search window. The email
address will not be added to the contact.
Selecting either one of these options will link the selected email message/s to the GoldMine contact. See the
following example.
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Create Contact
The Create Contact option, shown in the following example, enables you to create a new contact in GoldMine and
link your selected email message(s) to the new GoldMine contact.
Enter the contact name and company and verify the email address of the GoldMine contact you want to create
within the Create Contact window.
Select OK and GoldMine will attempt to create the new GoldMine contact and link the email message(s) to it after
the contact is created.
■
If BOTH the contact and company name matches an existing GoldMine contact, you will be prompted to select
whether or not you wish to create a duplicate GoldMine contact with the same contact name and company as
seen in the following example.
○ Select Yes and OK to create a duplicate GoldMine contact.
○ Select No and OK to return to the Create Contact window. You can then change any values, as needed.
■
If the email address matches the email address of an existing GoldMine contact, you will see the following
options:
a. To remove the email address from the contact to which it belongs and add it to the contact you create.
Then link the email message.
OR
b. To only link the selected email messages to the contact you create. The email address will not be added to
this contact.
Selecting either option will link the email message to the newly created GoldMine contact.
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■
If the contact and company name matches an existing GoldMine contact and the email address matches an
existing GoldMine contact’s email address.
You are prompted to select whether you wish to create a duplicate GoldMine contact with the same contact
name and company.
You will see the following two (2) options:
a. To continue with creating a duplicate GoldMine contact without the email address, and link the email
message.
OR
b. To remove the email address from the contact it is currently attached to and add it the new duplicate
GoldMine contact. Then link the email message.
Selecting either one of these options will in future always link the email message to the newly created
GoldMine contact. See the following example.
Automatically Link Email Messages
Enable automatic linking in GoldMine Link to automatically track Outlook folders for new email messages to link to
GoldMine contacts.
For more information about enabling automatic linking and specifying Outlook folders for tracking, please refer to
Setting Up Automatic Linking in GoldMine Link.
Automatic linking works by matching email addresses in the email messages to existing GoldMine contacts.
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■
If an email address matches a GoldMine contact’s email address, the email message will be linked to that
contact.
■
If the email address does not match any GoldMine contact’s email address, the email message will not be linked.
■
If an email address matches the email addresses of multiple GoldMine contacts, automatic linking will skip the
email message. It will not be linked to any contact.
Linked email messages will appear within the History tab for the GoldMine contact.
Unlinking Email Messages to GoldMine Contacts
This topics contains information about unlinking Outlook messages from GoldMine contacts.
Unlinking Email Messages Previously Linked to GoldMine Contacts
1. Select the email message(s) you want to unlink.
2. Select Unlink Email in the GoldMine Link toolbar.
3. The selected email message(s) will be unlinked.
Email messages that are not already linked to a GoldMine contact cannot be unlinked. If you have selected multiple
email messages to unlink, GoldMine Link will skip any email messages that were not linked to a GoldMine contact.
To re-link a previously linked email message to a different GoldMine contact:
1.
2.
3.
4.
Select the email message you want to re-link.
Select Unlink Email in the GoldMine Link toolbar to unlink the message.
Select Link Email in the GoldMine Link toolbar.
Link the email message to a contact. See Linking Email Messages to GoldMine Contacts.
View a Contact Linked to an Email Message in
GoldMine
For email messages that are linked to a GoldMine contact, you can view the contact in GoldMine by selecting View
in GoldMine button in the GoldMine Link toolbar. This opens the contact within GoldMine Premium Edition.
Configure Your GoldMine Link Settings
GoldMine Link must be configured before the installation is considered complete and ready for use.
NOTE: If you are configuring GoldMine Link for the very first time, first log into GoldMine Premium Edition
before proceeding to set up GoldMine Link.
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General Set Up
After installing GoldMine Link, select Settings from the GoldMine tab in the Outlook toolbar to open the Settings
window.
If values for GoldMine User ID, GoldMine Path and Contact Set are empty, select Start GoldMine & Read
GoldMine Settings to retrieve your user settings from GoldMine Premium Edition.
If the values for GoldMine User ID, GoldMine Path and Contact Set are incorrect:
■
■
If you are logged into GoldMine Premium Edition, select the Refresh GoldMine Settings button to update your
user settings.
If you are not already logged in, log into GoldMine Premium Edition then select Refresh GoldMine Settings
button from the Outlook toolbar to update your user settings.
Setting Up Automatic Linking in GoldMine Link
To enable automatic linking, select General from the left pane of the Settings window. Automatic linking can be
enabled for: emails received, emails sent, or for both.
■
To enable automatic linking for received emails, select the Enable automatic linking when receiving emails
checkbox.
○ When enabled for received emails, email messages in the default Inbox associated with the default Data File
specified in your Outlook settings will be linked.
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■
To enable automatic linking for sent emails, select the Enable automatic linking when sending emails
checkbox.
○ When enabled for sent emails, email messages in the default Sent folder associated with the default Data File
specified in your Outlook settings will be linked automatically.
Email messages that were received and/or sent prior to enabling automatic linking will not be linked automatically.
To link these email messages, you will need to manually link them. See Linking Email Messages to GoldMine
Contacts for more information.
NOTE: After automatic linking has been enabled, if email messages in your default Inbox and/or Sent folders
do not appear to be automatically linked even though the email addresses of the messages in those folders
exists in GoldMine, verify your Outlook Account Settings to ensure that the correct data file has been set
as a default.
Outlook Folders for Automatic Linking
In addition to the default Inbox and/or Sent folders, you can set automatic linking to track other Outlook folders.
To specify additional Outlook folders for automatic linking, select Outlook Folders in the left pane of the Settings
window:
■
■
■
■
The folders specified in the Folders for automatic tracking column will be the additional folders that GoldMine
Link will track for automatic linking.
To add additional folders for automatic linking to track, select the folder(s) desired from the Your Outlook
folders column and the >> button to add them in the Outlook Folders column. Any folders not explicitly
specified are not tracked for automatic linking.
When automatic linking has been enabled, the email messages in your default Inbox and/or default Sent folders
associated with the Data File specified in your Outlook settings are tracked. You do not have to add them to the
Folders for automatic linking column.
To remove any folders, select the folder(s) from the Folders for automatic linking column and the << button to
remove them. Automatic linking will no longer track those folders.
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Email Addresses to Exclude in Automatic Linking
To exclude specific email addresses to be automatically linked, you may specify them so that automatic linking will
skip the messages sent to these email addresses.
1. In the field with the placeholder enter email address or domain, enter the email address or domain you wish
automatic linking to exclude, and select the Add button to save the email address or domain.
2. You can enter exact email addresses, for example john.doe@yourcompany.com, or use the asterisk * as a
wildcard for example*@yourcompany.com or jane@*).
To remove any previously excluded email addresses or domains, select an item from the list in the box under the
enter email address or domain field, then select the Remove button to remove it.
3. Select the Add button to add the next email address or domain to the exclusion list.
Synchronization
If your GoldMine user account has been enabled for synchronization between Microsoft Outlook and GoldMine
Premium Edition, you may set up or update your Outlook synchronization profile. Selecting the Set up Outlook
Synchronization for <user> button will launch the Outlook synchronization wizard within GoldMine Premium
Edition.
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Outlook Integration
GoldMine’s integration with Microsoft’s Outlook adds the contact message-linking and history tracking features in
GoldMine's E-mail Center to Microsoft Outlook users. The installation also adds a GoldMine menu and toolbar to
Outlook’s main window and a GoldMine Navigation panel to the standard Outlook Navigation pane.
TIP: For additional information regarding setup and configuration, refer to .
NOTE: The GoldMine Outlook Integration must be configured before the integration is complete and ready
to use. For more information, see Setup GoldMine Outlook Integration in the GoldMine Administrator's
Guide.
GoldMine’s Outlook Integration enhancements allow you to:
■
Configure settings.
■
Select from GoldMine Address Book when sending e-mail messages.
■
View GoldMine contact data while working in Outlook.
■
Manually link or automatically link messages to existing GoldMine Contact Records.
■
File linked messages to a folder in the GoldMine E-mail Center.
■
Unlink messages from GoldMine Contact Records.
■
Create a Contact Record based on an Outlook message, and then link the selected e-mail.
■
Display information about GoldMine Integration Services for Microsoft Outlook.
TIP: For additional information regarding setup and configuration, refer to Outlook Integration
Administration in the GoldMine Administrator's Guide.
NOTE: The GoldMine Outlook Integration must be configured before the integration is complete and ready
to use. For more information, see Setup GoldMine Outlook Integration in theGoldMine Administrator's
Guide.
For more information about the GoldMine Outlook Integration, see the following topics:
■
GoldMine Enhancements to Outlook
■
Setup GoldMine Outlook Integration in the GoldMine Administrator's Guide
■
GoldMine Outlook Overview
■
Synchronization in the GoldMine Administrator's Guide
■
Outlook Mail
■
Outlook Calendar
■
Outlook Contacts
■
Outlook Tasks
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GoldMine Enhancements to Outlook
The GoldMine Add-in makes many enhancements to Microsoft Outlook for integration with GoldMine. Below is a list
of some of these enhancements for each of the following Outlook components.
Outlook Mail
■
Linking E-Mail Messages
■
Sending E-Mail Messages
■
Creating a GoldMine Contact Record from an Outlook Message
■
Linking and Display options in Outlook Mail in the GoldMine Administrator's Guide
Outlook Calendar
■
Calendar Display options in Outlook Mail in the GoldMine Administrator's Guide
■
Schedule a Calendar Activity
Outlook Contacts
■
Search for Contact in GoldMine to Associate an E-Mail Address
■
Create a New GoldMine Contact from the Outlook Contact
■
Manage GoldMine Customer Contacts
Outlook Tasks
■
■
■
Create a Task in Outlook
Create and Link to a New GoldMine Task
Linking Task Details in Outlook Mail in the GoldMine Administrator's Guide
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GoldMine Outlook Overview
When you install GoldMine with the GoldMine Plus! For Microsoft Outlook option, many enhancements are made to
Outlook. There are three main components that visually change Outlook.
■
GoldMine Outlook Navigation Buttons
■
GoldMine Outlook Panel
■
GoldMine Toolbar
For more information, see the following topics:
■
About the GoldMine Toolbar
■
About the GoldMine Outlook Navigation Buttons
■
About the GoldMine Outlook Panel
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About the GoldMine Outlook Navigation Buttons
The GoldMine Plus! For Microsoft Outlook add-in adds the GoldMine Outlook Navigation Buttons below the standard
Outlook buttons in the Navigation Pane. The GoldMine Outlook Navigation Buttons list also contains a Preview
Window at the top of the buttons. The content of the Preview Window changes depending on which GoldMine
Outlook Navigation Button is currently active.
■
GoldMine Contacts displays a list of recently viewed Contacts in the Preview Window, with active linking to the
select Contact record on the GoldMine Contact tab.
■
GoldMine Activities displays a link in the Preview Window to launch the Activity List tab in GoldMine in the
Preview Window.
■
GoldMine Calendar displays the GoldMine monthly Calendar in the Preview Window.
■
GoldMine Opportunities displays a list of recently viewed Opportunities in the Preview Window, with active
linking to the selected Opportunity on the GoldMine Opportunities tab.
■
GoldMine Projects displays a list of recently viewed Projects in the Preview Window, with active linking to the
selected Project on the GoldMine Projects tab.
■
GoldMine Campaigns displays a list of recently viewed Campaigns in the Preview Window, with active linking to
the Campaign in the GoldMine Campaign Management Center.
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■
GoldMine Services displays a list of recently viewed Cases in the Preview Window, with active linking to the
selected Case in the GoldMine Service Center.
■
GoldMine Leads displays a link in the Preview Window to launch the GoldMine Leads Management Center.
■
GoldMine Knowledge Base displays a list of all recently-viewed Books, Folders, and/or Pages in the Preview
Window, with active linking to the selected item on the GoldMine Knowledge Base tab.
■
GoldMine Dashboard displays a link in the Preview Window to launch the GoldMine Dashboards tab.
To Hide/Show the GoldMine Outlook Navigation Buttons
This procedure is similar to hiding/showing the GoldMine Outlook Panel (see To Hide/Show the GoldMine Outlook
Panel), but this procedure hides the GoldMine Outlook Navigation Buttons located below the standard Outlook
buttons.
1. On the Outlook Navigation pane, locate the horizontal dividing bar between the Outlook and GoldMine
Navigation button panels.
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2. Click the Show/Hide button at the center of the dividing bar to collapse the GoldMine Outlook Navigation
buttons.
When collapsed, the Show/Hide button moves to the bottom of the Outlook Navigation buttons.
3. To Expand the GoldMine Outlook Navigation Buttons, click the Show/Hide button again.
To Add/Remove GoldMine Outlook Navigation Buttons
1. At the bottom-right corner of the GoldMine Outlook Navigation Pane, click the Configure buttons menu
button to view the menu options.
2. Select Navigation Pane Options from the menu.
3. Check the box next to the GoldMine Navigation Button(s) that you want to display in the pane.
4. If you want to change the order of the buttons, use the Move Up and Move Down buttons to move the
buttons accordingly.
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To Show More or Fewer GoldMine Outlook Navigation Buttons
The buttons that appear in the GoldMine Outlook Navigation Buttons list are set by adding or removing them from
the list (see To Add/Remove GoldMine Outlook Navigation Buttons). These GoldMine Outlook Navigation Buttons
are either expanded in the list or collapsed below the list.
NOTE: You can only show as many buttons as will fit in the defined area.
If you want to change how many buttons are expanded/collapsed, click the Configure buttons menu button to view
the menu options and then choose either Show More Buttons or Show Fewer Buttons from the menu.
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About the GoldMine Outlook Panel
The GoldMine Outlook panel is added to the Mail, Calendar, Contacts, Tasks, and Notes windows in Outlook. This
panel is added to the right of the Outlook The content of this panel can only display messages and contact
information. In some windows, there are left/right arrows buttons at the top of the panel that allow you to change
the information display of the panel.
It the following example, a selected GoldMine task to make a call is selected in the Outlook Calendar. The GoldMine
Outlook Panel displays the details for the call to the right of the Calendar.
To Hide/Show the GoldMine Outlook Panel
The Show/Hide button for the GoldMine Outlook Panel is located in the center of the vertical bar separating the
Outlook Calendar and the Outlook GoldMine Panel. This procedure is similar to hiding/showing the GoldMine
Outlook Navigation Pane (see To Hide/Show the GoldMine Outlook Navigation Buttons), but this procedure hides the
GoldMine Panel located on the right portion of the Outlook window.
1. On the Outlook Mail, Calendar, Contacts, Tasks, or Notes pane, locate the vertical dividing bar between the
Outlook and GoldMine panels.
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2. Click the Show/Hide button to collapse the GoldMine Outlook Panel.
When collapsed, the Show/Hide button moves to the right of the Outlook panel.
3. To Expand the GoldMine panel, click the Show/Hide button again.
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Outlook Calendar
The Outlook Calendar lists all of your Outlook activities, as well as those synchronized from GoldMine. Calendar
activities can be created in either Outlook or GoldMine and scheduled for multiple participants, which then appear in
their own calendars as well.
NOTE: Outlook calendar items synchronized to GoldMine will display only attendees that exist in GoldMine as
either Users or Contacts.
NOTE: Any un-timed (no start/finish time) activities in GoldMine are synchronized to the current time.
The information displays in the GoldMine panel and contains the following areas for the selected item:
■
Selected Items displays the Subject and time frame for the selected calender item. If the selected calendar item
is not part of the GoldMine calendar of activities, you can add the activity to GoldMine by clicking the Add
selected activity to GoldMine link at the bottom of the Selected Items area.
■
Your Pending Sales lists all pending sales and their details, such as product name, units, price, amount, user, and
date.
■
Literature Requests lists all requests for literature. For more information, see About the Literature Fulfillment
Center.
■
Contact Data displays the Contact’s details, such as company, contact name, address. You can modify what and
how the details display in the area (see Displaying the Linked Contact Details in Outlook in teh GoldMine
Administrator's Guide).
■
GoldMine Users and Resources lists all GoldMine User and Resources associated with the appointment.
■
GoldMine Preview displays the details for the activity type (call, appointment, etc.) as well as:
○ Reference: Subject
○ Contact: Name of Contact person
○ Activity Code
○ On Date: Date of appointment
○ Start Time: Scheduled start time of appointment
○ Duration: Length of appointment
○ Notes: Additional information about the appointment
■
GoldMine Options: Below the GoldMine Preview, the following GoldMine commands are available for the
selected item. These allow you to view the item in the GoldMine Activity List or Calendar, as well as marking
the appointment as complete in the GoldMine Calendar.
Show the Item in GoldMine Activity List
At the bottom of the GoldMine panel in the Outlook Calendar, click the Show the Item in GoldMine Activity List
command to display the current calendar item in GoldMine’s Activity List.
For more information, see Activities.
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Complete the GoldMine Calendar Item
At the bottom of the GoldMine panel in the Outlook Calendar, click the Complete the GoldMine Calendar Item
command to display the current calendar item in GoldMine’s Activity List.
For more information, see Completing Activities.
Schedule a Calendar Activity
A calendar activity is either an Appointment or Meeting. When scheduling one of these types of activities, use the
same practices that you normally would when scheduling an activity with Outlook. The only difference with
scheduling activities using the GoldMine Outlook Integration is that your activities will update within GoldMine on
the Calendars and Activities Lists for those users listed in the activity.
NOTE: When GoldMine is integrated with Outlook, the Outlook reminder will be turned off for a GoldMine
activity retrieved with an alarm time that is later than its starting time.
Important Considerations:
■
Outlook 2007 does not support “weekday” (skip weekend) option for Yearly and Monthly recurrence.
Synchronization does not support recurring activities. The “weekend” option is available only for daily
recurrence.
■
Outlook does not support hourly recurrence.
■
GoldMine does not support Contacts linked to an Meeting (Appointment), only Attendees.
For additional information about using the Calendar, refer to the following topics:
■
To Schedule an Appointment
■
To Schedule a Meeting
To Schedule an Appointment
An Appointment is an activity that appears on the Outlook Calendar that does not typically involve other people or
resources. When Outlook and GoldMine synchronize, any GoldMine related information also appears in the
GoldMine panel. An appointment can originate in either GoldMine or Outlook.
For detailed information about scheduling Appointments in Outlook, refer to the Microsoft Outlook Online Help
installed with the product.
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To Schedule a Meeting
A Meeting is an appointment that includes other people and/or a resource (such as a conference room). When
Outlook and GoldMine synchronize, any GoldMine related information also appears in the GoldMine panel.
Acceptance/denials of meeting requests update your Outlook Calendar and are also updated in GoldMine’s Calendar
during synchronization. A Meeting can originate in either GoldMine or Outlook.
NOTE: Outlook calendar items synchronized to GoldMine will display only attendees that exists in GoldMine
as either Users or Contacts.
NOTE: In GoldMine, additional Contacts or Users cannot be added to the meeting request until the after
confirming the meeting and then clicking the Schedule button in GoldMine. For more information, see
Creating Meeting Requests.
When there are multiple people (users) for an appointment, meeting requests occur on behalf of the meeting
organizer. If a user rejects a meeting request, Outlook sync will remove that user from the list of users in GoldMine
appointment and then delete a corresponding appointment from the user’s calendar. As a result, there will be no
mis-match of appointments between the Outlook and GoldMine calendars.
NOTE: GoldMine does not support Contacts linked to an Meeting (appointment), only Attendees.
For detailed information about how to schedule Meetings in Outlook, refer to the Microsoft Outlook Online Help
installed with the product.
Outlook Contacts
The Outlook Contacts panel contains a list of all of your Contacts as follows:
■
Contacts originally created in Outlook
■
Outlook Contacts linked to an e-mail address in GoldMine
■
GoldMine Contacts imported to Outlook during synchronization.
Contacts created in Outlook can be linked to a GoldMine e-mail address, or used to create a new Contact record in
GoldMine. All of the details of the Outlook Contact are used to create the new GoldMine Contact record, such as
name, address, and contact information. Any changes made to the Contacts, whether in Outlook or GoldMine, are
updated in both applications during synchronization.
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About Editing an Outlook Contact Record After Synchronization
If you open and edit an Outlook Contact Record after the synchronization process ends (which included this Outlook
Contact Record), then the following error message appears:
“The item cannot be saved because it was changed by another user or in another window. Do you want to
make a copy in the default folder for the item?'
This is the result of both Outlook and GoldMine having modified the record. This message is generated by Microsoft
Office. Click No when you see this message.
To resolve this condition, wait until after GoldMine has finished the synchronization with Outlook, Then, shut down
and then restart Outlook.
For additional information about working with Contacts, refer to the following topics:
■
Search for Contact in GoldMine to Associate an E-Mail Address
■
Create a New GoldMine Contact from the Outlook Contact
■
Manage GoldMine Customer Contacts
Manage GoldMine Customer Contacts
Once an Outlook Contact has been linked to a GoldMine Contact, any changes that you make to the Contact’s details
in Outlook or GoldMine are updated during synchronization. For additional information, see Create a New GoldMine
Contact from the Outlook Contact and Creating a New Contact Record.
Outlook Tasks
The Tasks on the Outlook Tasks list area created by either entering the details in an Outlook Task the then linking the
Task to a GoldMine Contact (see Create and Link to a New GoldMine Task), or by creating a “To-do” Activity in
GoldMine (see Scheduling and Completing Activities) and then synchronizing GoldMine with Outlook. After a Task
exists in both GoldMine and Outlook, any updates made to the Task are updated during synchronization.
NOTE: Any un-timed (no start/finish time) activities in GoldMine are synchronized to the current time.
For additional information about working with Tasks, see the following topics:
■
■
■
Create a Task in Outlook
Create and Link to a New GoldMine Task
To display Linked Task Details, see Outlook Tasks in the GoldMine Administrator's Guide.
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Create a Task in Outlook
An Outlook Task is an activity that must be completed within a specified time period and has a current status. If you
want the Task to be linked to GoldMine, you must link it to a new GoldMine Task (see Create and Link to a New
GoldMine Task).
Important Considerations
■
A Task created in Outlook can be sent to multiple Outlook Contacts. However, the corresponding object in
GoldMine (“To-do”) can be linked only to one GoldMine Contact record.
■
GoldMine does not support recurring Outlook Tasks with multiple GoldMine Users.
■
GoldMine does not support multi-day tasks.
For detailed information about creating Tasks in Outlook, refer to the Microsoft Outlook Online Help installed with
the product.
Create and Link to a New GoldMine Task
If you have an Outlook Task that is not part of your GoldMine Tasks, you can create and link the Task from Outlook to
GoldMine. To create and link a task from an Outlook Task, follow the procedure below.
To Create and Link an Outlook Task to GoldMine
1. Create a new Outlook Task.
2. Select the item on the Tasks pane list.
3. Click the Create and Link to a New GoldMine Task in the GoldMine panel.
The Schedule a To-do dialog box appears.
4. In the To-do text box, the subject of the Task is pre-filled. You can enter different text or select the F2 Lookup
value serving as the To-do reference.
5. Enter and Notes related to the activity.
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6.
7.
8.
9.
In the Priority text box, type or select the F2 Lookup value for the ranking of the activity.
In the Code text box, type or select an activity code for tracking the item.
Select the User to assign the To-do activity to in the drop-down list.
In the Options area:
○ Select RSVP to be notified when the assigned user has completed the activity.
○ Select Link to link the activity to the current contact. It will appear on the Contact's Pending tab.
○ Select Private to mark the activity as private and mask it from other users.
10. Click OK to save the changes and close the dialog box.
For additional information about F2 Lists, see Creating F2 Lookup Entries and Creating F2 Lookup Entries and Setting
Dependency Between Lookup Lists in the GoldMine Administrator's Guide .
GoldMine Web
GoldMine Web enables you to access a subset of GoldMine Premium's features using a web-based user interface.
Future releases of GoldMine will continue to add to these web-based features.
GoldMine Web requires no additional licensing and can be used by any user of GoldMine PE.
You are required to login to GoldMine Web with the same username and password used to login to GoldMine PE.
NOTE: Passwords are sent in encrypted form when using either HTTP or HTTPS. HTTPS provides a higher
level of security and also encrypts customer data sent over the network.
To Open GoldMine Web from a Link
If you were sent a link to the URL in a message, follow the steps below.
1. Open the message (email or text) and tap the link.
2. Your default web browser opens to the GoldMine Web login screen.
3. Enter your Username and Password and then tap Login.
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To Open GoldMine Web from your Mobile Phone's Home Screen
1. Tap the GoldMine Web shortcut on the Home screen
2. Your default web browser opens to the login screen.
3. Enter your Username and Password and then tap Login.
To Create a Shortcut on your Mobile Phone's Home Screen
If you do not have a shortcut to GoldMine Web on the Home screen of your mobile device, follow these steps to
create one.
NOTE: The shortcut is created from the GoldMine Web Login screen. You must logout before creating the
shortcut.
1.
2.
3.
4.
Open the GoldMine Web location in your mobile browser.
Tap the Bookmarks button on the tab bar.
Tap Add to Home Screen.
Enter GoldMine Web (or your desired text) as the title, and click Add
Viewing Contact Information
Once you are logged in to GoldMine Web, the Contacts list is displayed. You can access the following items.
■
Contact information:
○ Edit or Delete a record, Add a new Contact
○ View: Custom screens, Additional Contacts, Pending Activities, History, Additional Contacts, Details, and
Notes.
○ Schedule Activities: such as Calls, Actions (Other Actions) and Events (Timed or All-day)
○ View Pending Activities: for yourself or other users in a graphical calendar
○ Forecast a Sale
■
Search for a Record: by Name or Company
To Customize Contact Settings
GoldMine Web enables you to customize the settings for how you view contacts. You can rearrange or hide different
sections that display contact details such as pending emails, email history, and associated links, notes, and so on.
The custom contact settings are per user and are saved in the database and local storage across all supported
browser types.
1. On the Home page, expand the drop-down list next to your login name (upper right-hand corner of the page),
and select Settings.
2. On the Settings page, you can display or hide the following settings for your GoldMine contacts:
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○ Custom screen details.
○ Pending emails or email history (one must always be visible). You can also set the order of how these sections
display on screen if both are on.
○ Other information including details, additional contacts, opportunities, cases, links, and notes. You can also
set the order of how these sections display on screen.
3. Once you are finished, refresh the page to view the changes.
To Link Pending Email Messages to Contacts
You can use GoldMine Web to link, relink, and unlink pending email messages to contacts. Any changes you make
here will be reflected in your version of GoldMine PE as well.
1. On the Home page, expand the My Pending Emails section.
2. Select an email address to view more details. Depending on actions you have already taken, the resulting page
will display any of the following Linked to options:
○ Click Relink Email to search for a different contact or create a new one for the pending message.
○ Click Unlink Email to unlink the pending message from the contact.
○ Click Link Email to link the pending message to a suggested (previous) contact, search for a different
contact, or create a new one.
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NOTE: When you create a contact from this page, the process is simplified to just three fields—contact
name, company name, and email address. To add more details at a later time, you can search for the contact
in the contacts list, then go to the Update Contact page and enter all necessary information.
3. If you relink or link a contact, the email address may already be associated with another contact. If so, a dialog
box will display asking if you want to move the address AND link the message to the selected contact, or simply
link the email message. Select the preferred option and click Yes.
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Resources
Additional Documentation
In addition to this guide, the following resources are available to provide you with information about GoldMine:
■
Online Help - Accessed by clicking the Help menu option in GoldMine, online help provides topic overviews and
step-by-step instructions to walk you through basic tasks, in addition to a comprehensive table of contents,
index, and a search function.
NOTE: Guides are available in PDF format at: https://www.ivanti.com/support/productdocumentation. Expand the GoldMine drop-down.
■
Training Courses - Information regarding training courses for GoldMine family of products can be found
at:http://www.goldmine.com/training-courses/.
Contact Us
Support Site
For Support, visit: https://community.ivanti.com/community/heat-software/goldmine
Contact Information
Ivanti Software, Inc.
698 West 10000 South
South Jordan, UT 84095 USA
TEL: 1.800.443.5457
Offices are also located in Latin America, Asia Pacific, Europe, South Africa, and the Middle East. For international
contact information, go to the GoldMine Web site, click the Contact link at the top of the page, then select your
region.
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Index
A
About the Pending Tab 228
Accessing the Contact Search Center 232
Activities 97
About 75
Auto-Updating 87
Benefits of using 76
Scheduling 77
Activities List Panel 23
Activity List 95, 98
Activity List Options Sub-Menu 97
Activity List Toolbar 96
Actvity Window 23
Adding
Document templates 129
Documents to LFC 168
Adding Attachments to Knowledge Base
Documents 307
Advanced checkbox 242
Analyze leads 271
Assigning
Quotas 184
Auto-dialer settings 174
Auto-Updating Activities 87
B
Branching Script Answer Dialog Box 172
C
Calendar 104
Accessing 104
Occasions 110
Publishing 122
Shared 121
Task List 107
Calls
completing 92
Campaign
Creating New Campaign Tasks 276
Campaign Local Menu 272
Campaign Management Center 272, 274
GoldMine User's Guide
Campaign Management Center Toolbar 273
Campaigns
Cloning 275
Deleting 277
Renaming 276
Certification Authorities 163
Changing
Users 51
Communicating with Contacts
About 127
Completing
Activities 90
Completing Calls 92
Completing Campaign Tasks 276
Configuring
Free/busy times 121
Contact Record Tabs 222
Contact Records 209, 215
Creating 211-212
Deleting 218
Editing 215
Multiple Contact Records 218
Contact Search Center
Toolbar 232
Contact tabs
Pending 228
Creating
Opportunities 171
Records 211
Creating a New Campaign Task 276
Creating a Performance Report for a Case 302
Creating Document Templates with GoldMine Plus
Installed 133
Customizing 52
Auto-dialer settings 174
D
default destination 128
Deleting
multiple activities 86
Deleting Campaigns 277
Page 339 of 342
Index
Digital IDs 163
Certification Authorities 163
Digital signatures 163
Keys 163
Reading e-mail 161
Sending
Signed 148
Digital Signatures 148, 163
Document enter
About 128
Document Management Center
Adding 129
E-mail 155
Editing 135
Printing 138
Documents
Printing 138
Templates 129, 135
Duplicate records 212
E
E-mail
Encrypted 147
Reading 161
Digital IDs 161
Sending
Digitally signed 148
Document Management Center 155
Encrypted 147
E-mail Center Components 141
Edit Email Toolbar 143
Editing
Contact records 215
Documents 135, 168
Literature Fulfillment Center 168, 170
Editing Toolbar Options 36
Encrypted 147
F
Fax
Correspondence 136
Filters 252
About 250
see Groups 252
Folder Panel 23
Forecasted Sales
Completing 178
Scheduling 177
Using 180
Free/Busy
Sharing 121
Tab 113
Times 122
URLs 113
Fulfilling 169
G
GoldMine 33
Add-ons 68
Graphical Analysis 181
Groups 252
About 250
see Filters 252
H
Help 52
I
iCalendar
Meeting requests 117, 119-120
Industry templates 59
InfoCenter 304
Installing
GoldMine Add-ons 68
K
Key fields 62-64
Key Terms 17
Keyboard shortcuts 39, 52
Keyboard Shortcuts
Navigation 33
Knowledge Base 304
Knowledge Base Books, Folders, and Topics 306
Knowledge Base Topic Text Local Menu 307
L
Launching 18, 52
Leads
Management Center 271
Linking
Files to a Contact Record 218
Linking Email Messages to Contacts 160
List Options sub menu 97
Literature Fulfillment Center 166
Adding documents 168
Editing documents 168
Fulfilling 169
Rejecting 169
Literature requests 89
Page 340 of 342
Index
Local
Menu
Accessing 21, 52
Local menus
Campaign 272
Logging Away 39
Logging Away from GoldMine 50
Logging in 51
M
mail merge
printing 139
Main Menu 20
N
Navigation
Keyboard Shortcuts 33, 46
Navigation Pane 32
Options 32
Notes 205
Notes Tab 205
O
Opportunities 192
Creating 193
Opportunity Manager 192
Opportunity Wizard 195
P
Pending tab 228
Personal Rolodex 175
Preview Panel 23
printing
mail merge 139
Printing 138
Correspondence 127
Envelopes and labels 140
Private Key 163
Projects 192
Creating 198
Manager 198
Wizard 200
Public Key 163
Publishing
Free/busy times 122
Q
Queued Documents
Literature Fulfillment Center 169
QuickStart Wizard
Key Fields 62
Postal Codes 63-64
User Setup 57
Quitting a Work Session 39
Quota Analysis 184
R
Reassigning a Case 298
Record
Contact
see Contact Records 209, 215
Curtaining
About 222
Properties
Record-Related Settings 222
Related Settings 222
Rejecting 169
Renaming a toolbar 38
Renaming Campaigns 276
Replying to an Activity 156
Retrieving Email 159
S
Sales
Managing 176
Sales Analysis 186
Schedule
Literature Requests 169
Scheduling 77
Forecasted Sales 177
Free/Busy URLs 113
Scheduling a Call 78
Scheduling Literature Requests 89
Scripts
see Telemarketing Scripts 170, 173
Sending 147-148, 155
Server Agents Administrator
Publishing 121
Service 281
Service Center 281
Setting Digital IDs in Contact Details 165
Setting Universal Search Options 244
Shared Calendars 121
Sharing Free/Busy Times 121
SoftPhone
Using 174
Spell check 156
Starting 18, 52
Statistical Analysis 188
Page 341 of 342
Index
T
Tabs
See Contact Tabs 222
Telemarketing Scripts 170, 173
Templates
Creating 129
Previewing 128
Territory Realignment 189-190
Toolbars
Contact Search Center 232
U
Universal Search Advanced checkbox 242
Updating Templates 135
Users
Creating 57
Logging away 39
Logging in 51
Territory Realignment 189
Using
Campaign Management Center 274
Leads Management Center 271
Local menus 21, 52
Using the Outline Calendar 108
W
Work Area 22
Page 342 of 342
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