Goldmine User Guide

GoldMinePremiumEdition
UserGuide
Version2013.1
Rev: 2013.1 08-28-13
490 N McCarthy Bld., Suite 100

Milpitas, CA 95035 USA
TEL: 800.776.7889
www.frontrange.com
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FrontRange Trademark Information

ThefollowingaretrademarksofFrontRangeSolutionsUSAInc.and/oritsaffiliatesintheUnitedStatesand/orothercountries:
FrontRangeSolutions,FrontRange,SaaSIT,ModernizeIT,SaaS2,GoldMine,GoldSync,GoldMineAnswerWizard,
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ContactFrontRangeSolutionsUSAInc.atourWebsite:www.frontrange.com
(Sept2013)
Table of Contents
Welcome to GoldMine Premium Edition
15
Introduction ..........................................................................15
AboutThisGuide ......................................................................16
AudienceandExpertise.................................................................16
DocumentConventions.................................................................16
DocumentationResources...............................................................16
Getting Started
17
Overview.............................................................................17
KeyTermsandConcepts ................................................................18
LaunchingGoldMine....................................................................19
GoldMineOverview....................................................................21
MainMenuBar .....................................................................22
ToAccessMenusontheMenuBar..................................................22
WorkArea .........................................................................23
GlobalToolbar......................................................................31
Taskbar............................................................................31
GettingStarted ..................................................................32
Customize......................................................................32
NavigationPane.................................................................33
StatusBar ......................................................................34
GoldMineNavigationShortcuts ..........................................................35
CustomizingtheTaskbar ................................................................35
ChangingIconDisplay ...............................................................35
ChangingIconPosition...............................................................35
ManagingGettingStartedListItems....................................................36
ManagingGettingStartedListGroups..................................................36
CustomizingToolbars ...................................................................37
AddingandRemovingStandardToolbarButtons ......................................... 37
CreatingaNewToolbar .............................................................. 37
RenamingaToolbar.................................................................38
RenamingToolbarButtons............................................................38
GoldMine User Guide
Table of Contents 3
RearrangingToolbarButtons ..........................................................38
UsingOnlineHelp ......................................................................39
MenuCommandShortcutKeys...........................................................39
GoldMineShortcutKeys..............................................................39
ContactRecordShortcutKeys .........................................................40
ContactTabShortcutKeys ............................................................41
ReportShortcutKeys................................................................42
TreeViewShortcuts.................................................................43
ComboBoxShortcuts ...............................................................43
SearchBoxShortcuts................................................................43
EditBoxShortcuts..................................................................44
OtherControlShortcuts .............................................................44
NavigationShortcuts ................................................................ 45
MicrosoftWindowsShortcuts ......................................................... 45
MicrosoftWindowsExplorerShortcuts .................................................46
FavoritesCenterShortcuts............................................................ 47
TabShortcuts ...................................................................... 47
AddressBarShortcuts ............................................................... 47
SearchBarShortcuts ................................................................48
UsingLogAwayinGoldMine .............................................................48
LogginginasAnotherUser ........................................................... 49
ViewingGoldMineInformation ...........................................................49
LocalMenus ..........................................................................50
QuickStart Wizard
51
Overview.............................................................................51
UsingtheUserInformationQuickStartWizard ........................................... 52
UsingtheUserQuickStartWizard ......................................................54
UsingtheIndustryTemplatesQuickWizard.............................................. 56
UsingtheKeyFieldsQuickStartWizard ................................................. 59
UsingthePostalCodesQuickStartWizard ...............................................61
UsingtheDataImportQuickStartWizard ...............................................61
UsingtheGoldMinePLUSQuickStartWizard.............................................65
Dashboards
67
Overview.............................................................................67
ChoosingaPredefinedDashboard ........................................................67
DashboardDesigner ....................................................................68
DashboardCanvas ...............................................................68
DashboardPalette ...............................................................68
DashboardProperties ............................................................68
DashboardObjectsTree........................................................... 69
DashboardToolbar ............................................................... 69
PredefinedDashboards .................................................................69
ManagementDashboards............................................................ 69
ActivityDashboard ............................................................... 70
ActivitySummaryDashboard ...................................................... 70
4 Table of Contents
GoldMine User Guide
CaseDashboard................................................................. 70
LeadDashboard................................................................. 70
ManagementDashboard .......................................................... 70
SalesDashboards ...................................................................71
ForecastDashboard..............................................................71
OpportunityDashboard ...........................................................71
SalesUserDashboard.............................................................71
Activities
73
Overview.............................................................................73
BenefitsofUsingActivities ..............................................................74
SchedulingandCompletingActivities......................................................74
AboutSchedulingActivities ........................................................... 74
SchedulingActivities................................................................. 75
SchedulingActivityDetails............................................................ 76
ToModifyContactsforaScheduledActivity..........................................77
SchedulingActivitiestoUsers .........................................................77
SchedulingActivitieswithResources ................................................... 78
SchedulingActivitiesBasedonAvailableTimes ........................................... 78
SchedulingRecurringActivities ........................................................ 79
ToScheduleaRecurringActivity ....................................................79
EditinganExistingActivity ............................................................80
DeletinganActivity .................................................................80
RespondingtoGoldMineAlarms.......................................................81
AutoUpdatingActivities ................................................................82
SchedulingLiteratureRequests ...........................................................83
SchedulingForecastedSales .............................................................84
AboutCompletingActivities .............................................................84
ToConfiguretheCalendartoDisplayCompletedActivities..............................85
CompletingActivities................................................................85
ToCompleteMultipleActivities .................................................... 87
CompletingLettersandMemos ....................................................... 87
AboutGoldAlarm ......................................................................88
AbouttheActivityList ..................................................................88
ActivityListToolbar .................................................................88
ActivityListMainWindow ............................................................89
ActivityListOptionsSubMenu ........................................................89
ActivityListDateRangeDialog ........................................................90
UsingtheActivityList ...................................................................91
ViewWindow:ActivityList ........................................................... 92
ViewScheduledActivityZoom ...........................................................92
PrintingActivities ......................................................................93
Calendars
95
Overview.............................................................................95
CalendarsOverview....................................................................95
GoldMine User Guide
Table of Contents 5
CalendarParts......................................................................96
MyCalendar....................................................................96
CalendarToolbar ................................................................ 97
CalendarView .................................................................. 97
UsingtheCalendar.....................................................................97
ViewingActivitiesintheCalendar......................................................98
UsingtheOutlineCalendar ...........................................................98
UsingthePegBoard .................................................................99
TaskListintheCalendar.................................................................99
OccasionsintheCalendar ..............................................................100
AddingorEditingOccasions .........................................................100
DeletinganOccasion ...............................................................101
Free/BusyConfiguration ...............................................................102
ConfigureFree/BusyOptions.........................................................102
ConfiguringFree/BusyURLs .........................................................102
SharingFree/BusyTimes...............................................................102
SchedulingBasedonContactsFree/BusyTimes ........................................103
DistributingYourFree/BusyURLtoothers..............................................103
SettingFree/BusyTimes.............................................................104
UsingFree/BusyTimes(.ifb) .........................................................105
ConfiguringIIStoAccess.ifbFileTypes ................................................105
SchedulingfromMeetingRequests ......................................................105
SchedulingActivitiesBasedonAvailableTimes ..........................................106
CreatingMeetingRequests..........................................................107
RespondingtoMeetingRequests.....................................................107
SharingCalendarInformation...........................................................108
PublishingYourCalendaras.icsand.htm ..............................................108
PublishingYourFree/BusyTimeasa.ifbFile ............................................108
ExportingYourCalendaras.ics.......................................................108
AccessingSharedCalendars..........................................................108
ConfiguringCalendarPublishingintheServerAgentsAdministrator........................109
PublishingCalendarInformation.........................................................109
PublishingFree/BusyTimes ..........................................................109
CalendarOptionsDialogBox,Free/BusyTab ............................................110
CalendarOptionsDialogBox,PublishingTab ............................................110
ManagingResources ..................................................................111
AutoUpdatingResources ...........................................................111
UsingtheResourcesMasterFile......................................................111
CreatingResources .................................................................112
ViewingtheResourcesSchedule......................................................112
Contact Communication
113
Overview............................................................................113
AbouttheDocumentCenter............................................................114
CreatingDocumentTemplates .......................................................115
ToCreateaNewDocumentTemplate ..............................................115
ToCloneanExistingDocumentTemplate ...........................................117
6 Table of Contents
GoldMine User Guide
AddingSubfolderstotheDocumentManagementCenter.................................118
CreatingDocumentTemplateswithGoldMinePlusInstalled .................................118
EditingDocumentTemplates.........................................................119
UpdatingTemplates................................................................120
FaxingCorrespondence................................................................120
FaxingYourDefaultFaxSheet ...........................................................122
PrintingDocuments ...................................................................123
PrintingDocumentsfromtheGoldMineDocumentCenter ................................123
UsingMailMergePropertiesforPrinting ...............................................123
PrintingEnvelopesandLabels ........................................................124
UsingtheEmailCenter................................................................125
EmailCenterComponents ..........................................................125
GeneralEmailToolbar..............................................................126
TheEditEmailToolbar .............................................................127
LocalMenus ......................................................................129
CreatingandSendingEmail.........................................................129
ToAddEmailAttachments .......................................................131
SendingEncryptedEmail ...........................................................131
ToSendEmailMessagesEncryptedUsingGoldMine..................................131
ToSendEmailMessagesEncryptedUsingDigitalID ..................................132
ToSendDigitallySignedEmail....................................................132
SendingEmailtoMultipleRecipients .................................................132
ConfiguringEmailOptions ..........................................................133
CreatingEmailTemplates...........................................................135
ToCloneanExistingEmailTemplate ...............................................136
ToEditanEmailTemplate .......................................................136
UsingtheMailMergePropertiesforEmailing ..........................................137
SendingEmailsfromtheDocumentManagementCenter ................................137
ReplyingtoanActivity..............................................................138
SpellCheckingEmail ...............................................................139
CreatingDictionaries ...............................................................140
RetrievingEmail...................................................................141
LinkingEmailMessagestoContacts ..................................................142
ReadingEmail ....................................................................142
ReadingEmailSentwithDigitalIDs ...................................................143
UsingEmailTemplates .............................................................144
CreatingEmailDistributionLists .....................................................144
UsingEncryptionandDigitalIDs.........................................................144
UsingDigitalIDswithEmailMessages.................................................144
UsingDigitalIDs ...................................................................145
PublicandPrivateKeys .............................................................145
LevelsofSecurity ..................................................................145
SharingPublicKeys.................................................................145
UsingDigitalIDsinGoldMine ........................................................146
SettingDigitalIDsinContactDetails...................................................146
AbouttheLiteratureFulfillmentCenter ...................................................147
AddingDocumentstotheLiteratureFulfillmentCenter ...................................148
EditingDocumentsintheLiteratureFulfillmentCenter...................................149
FulfillingorRejectingScheduledLiteratureRequests.....................................149
GoldMine User Guide
Table of Contents 7
FulfillingorRejectingQueuedDocuments ..............................................150
EditingScheduledLiteratureRequests.................................................150
AboutTelemarketingScripts............................................................150
BranchingScriptsWorkflow..........................................................151
CreatingTelemarketingScripts .......................................................151
BranchingScriptsListingDialogBox...................................................151
BranchingScriptProfileDialogBox ....................................................151
BranchingScriptQuestionDialogBox..................................................152
BranchingScriptAnswerDialogBox ...................................................152
UsingTelemarketingScripts ..........................................................152
CallingContactswithGoldMine .........................................................153
UsingthePhoneDialer..............................................................153
MakingandAnsweringCallswithSoftPhone ...............................................154
AboutPersonalContacts...............................................................154
SendinganSMSorTextMessage........................................................155
Sales Management
157
Overview............................................................................157
UnderstandingSales ...................................................................157
SchedulingForecastedSales ............................................................158
CompletingForecastedSales .........................................................159
SalesAnalysisTools ...................................................................160
UsingForecastedSalesAnalysis.......................................................160
UsingGraphicalAnalysis ............................................................161
ToUseWildCardsinActivityandResultCodeFields..................................162
UsingLeadsAnalysis ................................................................162
UsingQuotaAnalysis ...............................................................163
AssignNewQuotaDialogBox .....................................................164
QuotaProfileDialogBox.........................................................164
UsingSalesAnalysis ................................................................165
UsingStatisticalAnalysis ............................................................166
AboutTerritoryRealignment............................................................167
UsingtheTerritoryRealignmentWizard................................................167
Opportunity and Project Management
169
Overview............................................................................169
UsingtheOpportunityManager.........................................................169
CreatingOpportunities..............................................................170
CreatingOpportunityTemplates ......................................................171
CreatingOpportunitiesBasedonTemplates ............................................172
UsingtheOpportunityWizard........................................................172
UsingtheProjectManager .............................................................175
CreatingProjects...................................................................175
EditingProjects .................................................................... 176
CreatingProjectTemplates .......................................................... 176
UsingtheProjectWizard............................................................177
8 Table of Contents
GoldMine User Guide
ManagingOpportunityandProjectDetails ................................................178
EditingProjectContacts .............................................................178
EditingOpportunityInfluencers ......................................................179
EditingProductsandServices........................................................179
EditingTasks ......................................................................180
EditingTeams .....................................................................181
EditingIssues......................................................................181
EditingNotesforOpportunitiesandProjects............................................181
EditingCompetitors................................................................182
EditingDetails/Links ................................................................182
EditingPendingActivitiesforOpportunitiesandProjects .................................183
EditingHistoryInformationforOpportunitiesandProjects ................................183
Contact Management
185
Overview............................................................................185
AboutContactRecordTabs .............................................................185
ToCustomizeContactRecordTabs .................................................186
AboutCreatingContactRecords .........................................................187
CreatingNewDefaultRecordTypes......................................................187
CreatingaNewContactRecord..........................................................187
DuplicateWarnings ...................................................................188
DuplicateCompanyorContactNames .................................................189
DuplicatePhoneNumbers ...........................................................189
DuplicateEmailAddresses..........................................................190
AddingContactstoanExistingCompany ..................................................190
RequiredFieldsAlertDialogBox ......................................................191
EditingContactRecords ................................................................191
PrintingContactRecords...............................................................192
LinkingFilestoaContactRecord.........................................................192
DisplayingMultipleContactRecords .....................................................193
DeletingContactRecords...............................................................193
UsingtheDeleteWizard................................................................194
WorkingwithContactDetails ...........................................................197
AbouttheRelationshipsTab............................................................197
CreatingRelationships..............................................................197
AddingContactsToExistingRelationshipTrees ..........................................198
CreatingRelationshipSections .......................................................198
AddingContactstoRelationships.....................................................199
AbouttheDetailsTab..................................................................199
AddingDetailRecords ..............................................................199
CreatingDetailsInformationFields....................................................200
DeletingCustomDetailTabs .........................................................201
DeletingaDetailRecord.............................................................201
AboutthePendingTab.................................................................202
ActivitiesLocalMenu ...............................................................202
AbouttheNotesTab ..................................................................203
GoldMine User Guide
Table of Contents 9
AbouttheReferralsTab ................................................................203
AbouttheHistoryTab .................................................................204
AbouttheSummaryTab ...............................................................205
SearchingforContacts .................................................................205
ContactSearchCenter.................................................................205
ContactSearchCenterToolbar .......................................................206
SavingSearches...................................................................207
SearchingforContactRecords........................................................208
SavingSearchCriteriaasaFilter ...................................................210
SyncingContactsintheContactSearchCenter .......................................210
CreatingContactSearchCenterGroups .............................................210
ContactSearchCenterQueryEditor ...................................................211
BrowserColumnSelection .......................................................211
SettingRecordScrollOrderintheContactSearchCenter .................................211
UniversalSearch ......................................................................212
SearchingforContactswithUniversalSearch ...........................................213
UsingtheUniversalSearchAdvancedFeature ...........................................214
SettingUniversalSearchOptions .....................................................215
FormatofQueriesandResultsofSearches .............................................219
GeneralFormat.................................................................220
<ForWhom>Format............................................................220
(Fromwherewps)Format ........................................................221
MemoFilters......................................................................221
AboutFiltersandGroups ...............................................................222
Filters ............................................................................222
Groups ...........................................................................223
HowGroupsDifferfromFilters .......................................................223
UsingFiltersandGroups ............................................................223
WorkingwithFilters ...................................................................224
CreatingFilters....................................................................224
FilterExpressionOperators..........................................................226
BooleanOperators.................................................................227
UsingtheOptimizingFiltersOptions...................................................227
UsingthePreviewingFiltersOptions ..................................................228
CreatingSQLQueryFilters ...........................................................228
SQLQuerySamples ................................................................229
ViewNewContactRecordsEnteredDuringaSpecificTimePeriod ..........................230
WorkingwithGroups..................................................................230
GroupMembersLocalMenu.........................................................230
UsingtheGroupsTab ...............................................................231
CreatingaNewGroup ..............................................................231
GroupBuildingWizard ..............................................................232
GroupsBasedonFilteredRecords ....................................................233
GroupOptionalSettings.............................................................234
GroupBasedonScheduledActivities..................................................234
GroupBasedonCompletedActivities .................................................234
GroupBasedonSupplementalContactData ............................................235
SavingSearchResultsasaGroup .....................................................235
ActivatingandReleasingFiltersandGroups ...............................................235
10 Table of Contents
GoldMine User Guide
ActivatingandReleasingFilters.......................................................235
ActivatingandReleasingGroups ......................................................237
Marketing Tools
239
Overview............................................................................239
AbouttheLeadsManagementCenter....................................................239
UsingtheLeadsManagementCenter.....................................................240
AbouttheCampaignManagementCenter.................................................240
CampaignLocalMenu ..............................................................241
CampaignManagementCenterToolbar................................................242
UsingtheCampaignManagementCenter.................................................242
CreatingCampaigns................................................................243
CloningCampaigns .................................................................244
RenamingCampaigns ...............................................................244
CreatingNewCampaignTasks ........................................................244
CompletingCampaignTasks .........................................................245
DeletingCampaigns................................................................245
DeletingCampaignTasks............................................................245
ChangingCampaignTaskProperties ...................................................245
UsingConstantContact................................................................245
DownloadingCampaignInformationfromConstantContact...............................246
RefreshingCampaignInformation.....................................................246
ViewCampaignInformationforaContact .............................................246
Service Center
249
Overview............................................................................249
UsingtheServiceCenter ...............................................................249
ServiceCenterListView.............................................................249
UsingtheServiceCenterToolbar(ListView) .........................................251
ServiceCenterDetailView ..........................................................251
UsingtheServiceCenterToolbar(DetailView) .......................................251
AbouttheCaseDetailsWindow(DetailView)...........................................252
UsingtheCaseManager(DetailView)....................................................253
ManagingCaseManagerTabs ........................................................253
CaseManagerPreferences ..........................................................256
CreatingaNewCase...................................................................260
ToCustomizetheNewRecordTabs ................................................261
CreatingaNewTemplate...............................................................262
ManagingTemplates ...............................................................263
ManagingCases ......................................................................263
ReassigningaCase.................................................................264
EscalatingaCase...................................................................265
ResolvingaCase...................................................................266
AbandoningaCase .................................................................267
CreatingaPerformanceReportforaCase .................................................267
CustomizingServiceCenterTabs.........................................................269
GoldMine User Guide
Table of Contents 11
Knowledge Base
271
Overview............................................................................271
AccessingtheKnowledgeBase..........................................................271
KnowledgeBaseToolbar ...............................................................272
CreatingandEditingKnowledgeBaseBooks,Folders,andTopics..............................272
AddingHTMLTexttoKnowledgeBaseTopics..............................................273
KnowledgeBaseTopicTextLocalMenu...................................................273
AddingAttachmentstoKnowledgeBaseDocuments ........................................274
SearchingtheKnowledgeBasefromtheResolutionTab.....................................274
Outlook Integration
275
Overview............................................................................275
GoldMineEnhancementstoOutlook.....................................................276
GoldMineOutlookOverview ............................................................277
AbouttheGoldMineToolbar .........................................................277
AbouttheGoldMineOutlookNavigationButtons........................................ 278
ToHide/ShowtheGoldMineOutlookNavigationButtons ..............................279
ToAdd/RemoveGoldMineOutlookNavigationButtons................................279
ToShowMoreorFewerGoldMineOutlookNavigationButtons .........................280
AbouttheGoldMineOutlookPanel...................................................281
ToHide/ShowtheGoldMineOutlookPanel .........................................282
OutlookMail.........................................................................283
LinkingEMailMessages ............................................................283
ToSearchforaGoldMineContacttoAssociateanEmailAddress.......................284
ToManuallyLinkMessagestoaGoldMineContact ...................................284
ToLinkMultipleMessages........................................................284
ToUnlinkanEMailfromaGoldMineContact........................................285
SendingEMailMessages............................................................285
ToLinkaNewMessagetoaGoldMineContact.......................................285
ToSearchforaContactRecord ....................................................286
ToSelectaRegardingOptionforaNewMessage .....................................286
ToUseanEMailTemplateforaNewMessage .......................................287
CreatingaGoldMineContactRecordfromanOutlookMessage ............................287
OutlookCalendar .....................................................................288
ScheduleaCalendarActivity .........................................................289
ToScheduleanAppointment .....................................................289
ToScheduleaMeeting...........................................................289
OutlookContacts .....................................................................290
SearchforContactinGoldMinetoAssociateanEMailAddress ............................290
CreateaNewGoldMineContactfromtheOutlookContact ...............................291
ManageGoldMineCustomerContacts.................................................292
OutlookTasks........................................................................292
CreateaTaskinOutlook.............................................................292
CreateandLinktoaNewGoldMineTask ...............................................292
GoldMine User Guide
GoldMine Mobile Edition Features
294
Overview............................................................................294
ConfiguringandUsingMobileEdition ....................................................294
Resources
296
AdditionalDocumentation..............................................................296
ContactUs ...........................................................................296
Glossary
298
Index
304
GoldMine User Guide
Table of Contents 13
GoldMine User Guide
Welcome to GoldMine Premium Edition

Introduction
GoldMineisapowerfultooldesignedtoautomateandmanageyourdaytodaybusinessactivities.Maintainbusiness
relationships,managetime,establishandachievegoalsmoreeasilythaneverbeforewithnewfeaturesandenhancements
inGoldMinePremiumEdition.
GoldMineautomateskeyareasofdailybusinessactivity:
Client/contactmanagementGoldMinemaintainsarobustcontactdatabaseofprospectiveclients;currentcustomers;
anyonewhosimportanttoyourbusiness,andintegratesanarrayofcommunicationandautomationtoolstomake
doingbusinesseasierandmoreeffectiveforyouandyourentirecompany.Awidevarietyofinformationisatyour
fingertips,includingcompanyandcontactnames,addresses,telephonenumbers,andmore.GoldMinePremium
Editionalsoincludescomprehensivecustomerrelationshiptoolsthatallowyoutomanageyourcontactsindividually
andincustomizedgroupsformaximumefficiency.
TimeandtaskmanagementTheGoldMinecalendarmanagestheschedulingandtrackingoftelephonecalls,meetings,
androutinemailingsandfaxes.Schedulemeetingsandreminders,manageproductivity,anddelegateworktoother
GoldMineuserswithadvancedcalendaringfunctions.Keepingtrackofyourprogressiseasy,sincecompletedactivities
areautomaticallystoredinyourdatabaseascontacthistory.
DocumentandemailmanagementGoldMine'sextensivedocumentmergingcapabilityenablesyoutoautomate
writtencorrespondence.CreatedocumentsthatincorporateGoldMinefieldsusingGoldMinePlusforMicrosoftOffice:
Individualizedletters,memos,andfaxes,allbasedonyourGoldMinedata.
GoldMinealsooffersemailmanagementfeaturessuchastheabilitytolinkemailtocontactsandcreatecustome
mailtemplatesusingGoldMinefields.Sentemailsarelinkedtocontactrecordsashistoryforeffortlesstrackingofpast
correspondence.
SalesmanagementPutyourentiresalesteamonlinewithGoldMinePremiumEdition.Youllhaveaccesstouptothe
minute,onscreenstatisticsforyoursalesteamsperformance,aswellasstatisticsforforecastedsales,closedsales,
andcallsuccessrates.WithGoldMine,youcanquicklyanalyzethesourceandprofitabilityofyourleadsandmaximize
yourmarketingefforts.
ServiceManagementGoldMinePremierEditionaddsCustomerServicefunctionality,allowingyoutotrack,resolve,and
reportonCustomerServicecasesforallofyourGoldMinecontacts.Customerservicecaserecordsdynamicallyinteract
withtherestofyourdatabase,enablingyoutoputGoldMine'srelationalpowertoworkforyourCustomerService
team.
Foradditionalsupport,visit:http://www.frontrange.comandhttp://support.frontrange.com.
GoldMine User Guide
Welcome to GoldMine Premium Edition 15
About This Guide

ThisguideintroducesyoutothemainfeaturesinGoldMinePremium(GoldMine)andprovidesyouwithanswerstobasic
questionsabouthowitworksandprovidesdefinitionsandproceduresforbasicfunctionality.
Audience and Expertise

TheinformationinthisguideisintendedforuserswhowillusethefeaturesofGoldMine.
Thismaterialassumesusershaveafundamentalworkingknowledgeofthefollowing:
Computersanddatabases
MicrosoftWindowsoperatingsystem
FrontRangeSolutionsand/orGoldMinesoftware
GoldMinesystemadministratorsmusthaveahigherlevelofexpertise.
Document Conventions
Example
Description
File>Print
Menubarcommands(inthisexample,selectFileon
themenubar,thenselectPrintinthedropdown
menu)
TheSelectaDataSource
dialogboxopens.
Dialogboxesandmenuitemsinbold
OK
Buttonnames
NOTE/TIP
Additionalinformation
CAUTION/WARNING
Criticalinformationtopreventfunctionalityordata
loss
Documentation Resources
GoldMineAdministratorGuide
GoldMineInstallationGuide
ManualsareavailableinPDFformatfromtheInstallationCDROM,theNetUpdatedownload,orfrom
www.frontrange.com/supportformaintenancecustomers.
16 Welcome to GoldMine Premium Edition
GoldMine User Guide
Getting Started
Overview
ThissectionprovidesinformationtohelpyouunderstandandusetheapplicationandgetstartedusingGoldMine.
KeyTermsandConcepts
LaunchingGoldMine
GoldMineOverview
GoldMineNavigationShortcuts
CustomizingtheTaskbar
CustomizingToolbars
UsingOnlineHelp
MenuCommandShortcutKeys
UsingLogAwayinGoldMine
ViewingGoldMineInformation
LocalMenus
GoldMine User Guide
Getting Started 17
Key Terms and Concepts

ThefollowingisalistofGoldMinekeytermsandconcepts.
Activity List
AcategorizedlistofactivitiesassociatedwithaparticularcontactrecordorassignedtoaGoldMineuser.UsetheActivity
Listtoviewdetailsofanactivity,displaythecontactrecordlinkedtoanactivity,scheduleandcompletetheactivity,and
savereferenceinformationinthehistoryfile.
Browse Window
Alistofcontacts,Calendarevents,reports,andotheritems.Browsewindowsdifferfromothertypesofwindowsin
GoldMinebecausetheydisplayinformationincolumns.
Calendar
Activityinformationorganizedintabsthataccessdifferentlevelsandtypesofdetail.UsetheCalendartoscheduleand
completeactivities.
Contact record
Standardcontactinformation,suchasname,company,phonenumber,andaddress.MostoperationsinGoldMineare
performedonthecontactrecord.ThecontactrecordisthebasisforscheduledworkinGoldMine,actingasthelink
betweenGoldMinesCalendarandHistorybymaintainingpendingandpasteventsrelatedtoeachcontactrecord.
WhenmultiplewindowsareopeninyourGoldMineworkarea,thetitlebarofanactivecontactrecordisadifferentcolor
fromotheritemsoccupyingtheworkarea.
F2 Lookup
Adataentrytoollistingfrequentlyusedorcodespecificentries.SecurityoptionscontrolF2Lookups,ensuringuserinput
andallowingdatastandardization.
Work Area
Displaysopencontactrecords,theCalendar,ActivityList,EmailCenter,andanyotheropenwindows.Althoughyoucan
open,position,andsizemultiplecontactrecordsintheworkarea,onlyonecontactrecordcanbeactiveatatime.
Universal Search
Aoneboxsearchtogiveyouasummaryviewoftheinformationalongwithlinkstomoredetailedinformation.
18 Getting Started
GoldMine User Guide
Launching GoldMine
UsethefollowingproceduretolaunchGoldMinePremiumEditiononyourdesktopcomputer.
To Launch GoldMine
1. OntheWindowsdesktop,selectStart>Programs>GoldMineordoubleclicktheGoldMinedesktopicon.
TheGoldMinePremiumEditionloginwindowopens.
2. EnteryourusernameintheUsernamefield.
3. EnteryourpasswordinthePasswordfield,ifapasswordisassignedtotheusername.
4. ClickOKtologintoGoldMine.
To Change the Default Login

Usethefollowingproceduretochangetheusernameand/orthepasswordofyourlogin.
1. LogintoGoldMineusingthedefaultlogin.
2. Tochangetheusername,navigatetoTools>OptionsandselecttheLogintab.
3. AttheDefaultLoginuserfield,selectthenewusernamefromthedropdownmenu.
4. Tochangethepassword,navigatetoTools>OptionsandselectthePersonaltab.
5. ClickChangePassword.
TheChangePassworddialogboxopens.
GoldMine User Guide
Getting Started 19
6. AttheChangePassworddialogbox,enterintheoldpasswordandthenthenewpassword(twice)intheappropriate
fieldsandthenclickOK.
To View Information About GoldMine Premium Edition

Viewsummaryinformation,credits,installationdetails,orcontactinformationforFrontRangeSolutions.
UsethefollowingproceduretoviewinformationaboutGoldMine.
1. SelectHelp>AboutGoldMine.
2. AttheAboutGoldMinewindow,viewtheversion,registeredowner,productserialnumber,andcopyrightinformation.
Selectthefollowingbuttonstoseeinformationfor:
Credits.Displaysintegratedapplications.
FrontRange.DisplayscontactinformationforFrontRangeSolutions.
System.DisplaysinformationaboutyourGoldMineinstallation.Tocopytheinformation,clickCopyAll.Pastethe
informationintoyouroutsideapplication.
3. ClickOK.
20 Getting Started
GoldMine User Guide
GoldMine Overview
ThissectiondescribesthenavigationtoolsandproceduresyoucanusetonavigatethroughGoldMine.TheGoldMineMain
Windowcandisplayalargeamountinformationbasedonyourchoices,andoffersaccesstoawidearrayofoptionsto
managedetails.
NOTE: YoucanaccesstheclassicGoldMinemenuconfigurationbyselectingTools>Options.Then,click
theSystemtabandselectthecheckboxforUseclassicGoldMinemenu.
GoldMine User Guide
Getting Started 21
Main Menu Bar

TheMainMenubaroffersthefirstlevelofcommands,whichdisplayinstandardWindowsstylepulldownmenus.
NOTE: Menuoptionsmightbeunavailablebecausetheoptiondoesnotapplytothecurrentselection,
anothercommandoptionmustbeactivatedbefore,orsecurityrestrictionslimityourmenurights.Contact
yourGoldMineAdministratorifamenuoptionyouneedinunavailable.
To Access Menus on the Menu Bar

Usethefollowingproceduretoaccessamenuonthemenubar.
1. PlacetheMouseoverthemenuoptionandthenleftclicktoopenthemenuitem.
2. Selectthesubmenuoptionifneeded.
Theappropriatedialogbox,wizard,orwindowopens.
3. Selectthemenustoperformavarietyoftasks:
File.Createcontactrecords,printreports,Import/Export,andloginoptions.AlsoexitGoldMinefromthismenu.
Edit.Cut,copyandpaste.Editrecordproperties.Edit,delete,andundochangestoContactrecords.
GoTo.AccessallofGoldmine'smodules,aswellasAnalysis,andReportingtools.
Tools.AccessGoldMinetoolsforsynchronization,configuringGoldMine,managingdatabases,creatingand
runningAutomatedProcesses,ServerAgents,globallyreplacingdata,Synchronizationtools,territoryrealignment,
andlaunchingtheDatabaseAliasManagerandQuickStartWizard.
Actions.AccessGoldMinecommunicationtools,timercommands,andmanagemailmergefunctions.
Schedule.Accessschedulingoptionsforthecontactrecord,includingschedulingacall,appointment,literature
request,forecastedsale,followupaction,andGoldMineemail.
Complete.Accesscompletedactionoptionsforscheduledandunscheduledcalls,appointments,sales,other
actions,correspondence,andotherpendingactivities.
Web.AccessGM+Browser,webpublishing,andotheronlineoptions.
Window.Windowdisplayandstatusbardisplayoptions.Alsoopennewcontactrecordwindows.
Help.AccessGoldMineonlinehelp,theGoldMineWebsite,NetUpdate,andimportantsysteminformationin
AboutGoldMine.
22 Getting Started
GoldMine User Guide
Work Area
Thescreen'scenteristheworkarea.TheGoldMineworkareadisplaysactivewindows,includinganyopencontactrecords,
theCalendar,theActivityList,theEmailCenter,Opportunities,Projects,Campaigns,theServiceCenter,Leads,the
KnowledgeBase,andtheContactSearchCenter.Theworkareaalsodisplaysdialogboxes,tools,andwizards.
Thefollowinggraphicshowsacoupleoftheworkareawindows.
GoldMine User Guide
Getting Started 23
Activity Window
TheActivityListMainWindowcontainsthreepanes:
ThefirstpanelistheFolderpanelanditliststhecurrentactivitiesfolders.ThislistincludesOpenActivities,Closed
ActivitiesandEmailactivity.Openeachfolderbyclickingontheplussign(+).Theselectionyouchooseappearsinthe
Activitylistpanel.
ThesecondpanelistheActivitieslistpanelanditdisplaystheactivities,whichcanbesortedandfilteredbyanyofits
columns.ClickonanactivityandthesummaryinformationdisplaysinthePreviewpanel.
NOTE: Gridfiltersareappliedbasedontherecordsthatarecurrentlyinthegrid,whichmightbeasubset
oftherecordsinthedatabase.
ThethirdpanelisthePreviewpanelanditdisplaysthesummaryinformationforaselectedactivity.
FormoreinformationandproceduresonusingtheActivitywindow,see"Activities"onpage73.
24 Getting Started
GoldMine User Guide
Calendar
ThetabsatthebottomofthewindowarethetypesofavailablecalendarstypesappearatthebottomoftheCalendar
screen:
ThefirstpanelisMyCalendaranditshowsfourgraphicalmonthsofyourcalendaratatime.Clickonadateandthepage
appearsintheCalendarpanel.
ThesecondpanelistheCalendarpanelanditdisplaystheactivitiesforthespecifieddateandtime.Choosehowthe
calendardisplaysbyselectingoneofthebuttonatthebottomoftheCalendarpanelpage:
Day.Adailycalendarpage.
Week.Aweeklycalendarpage.
Month.Amonthlycalendarpage.
Year.Apagethatshowstheentireyear.
Outline.Displaysyourscheduledactivitiesinahierarchicaltreestructure.
Planner.Whenyouareschedulingactivitiesforothers,usethePlannertoviewtheirschedules.
PegBoard.ShowsLoginstatusandactivityofindividualusersandsystemavailability.
ThethirdpanelistheTaskpanelanditlistsupcomingtasksand/oroccasions.Clickthetaskoroccasiontoseeasummary.
FormoreinformationandprocedurestousetheCalendar,see"UsingtheCalendar"onpage97.
GoldMine User Guide
Getting Started 25
Mail
ThisworkwindowisafullynavigablebrowserfortheEmailCenter.
ThefirstpanelistheMailFolderspanelanditlistsallmailfoldersoftheuser.Clickonthefolderanditwillappearinthe
Mailpanel.
ThesecondpanelistheMailpanelanditdisplaystheselectionsfromtheMailFolderpanel.Notethattheclickpath
appearsatthetopofthepanel.FormoreinformationontheMailCenter,see"UsingtheEmailCenter"onpage125.
26 Getting Started
GoldMine User Guide
Opportunities
ThiswindowprovidesahistoryofrecentlyviewedOpportunitiesandallowsyoutocreate,editandmaintainyour
Opportunities.FormoreinformationonOpportunities,see"OpportunityandProjectManagement"onpage169.
Projects
ThiswindowdisplayslongtermprojectstowhichaContactrecordislinked.Youcancreateoreditprojectsonthiswindow.
FormoreinformationandprocedurestouseProjects,see"OpportunityandProjectManagement"onpage169.
GoldMine User Guide
Getting Started 27
Campaigns
Thiswindowallowsyoutoviewcustomerinteractions,frominitialcontacttoclosingthefirstsaletofuturepurchases.
WhenyouclickonCampaigns,thefirstwindowthatopensisaWelcometotheCampaignManagementCenter.
ClickOKandtheCampaignManagementCenteropens.
FormoreinformationandproceduresforusingCampaigns,see"MarketingTools"onpage239.
28 Getting Started
GoldMine User Guide
Service Center
Thiswindowallowsyourserviceprofessionalstoassign,escalateandresolvecustomerservicerequests.Formore
informationontheServiceCenter,see"UsingtheServiceCenter"onpage249.
Leads
Thiswindowprovidesasequenceofactivitiestohelpmanagemarketingactivitiesrelatedtothebaseofcontactsand
potentialleads.Itprovidesasetoftoolsthatassistyouindefiningleads.FormoreinformationontheLeads,see
"MarketingTools"onpage239.
GoldMine User Guide
Getting Started 29
Knowledge Base
Thiswindowprovidesaresourceformaintaininganytypeofinformationusefultoanorganizationoranindividual.When
youclickonKnowledgeBase,thefirstwindowthatopensisaWelcometotheKnowledgeBaseCenter.
ClickOKandtheKnowledgeCenteropens.
30 Getting Started
GoldMine User Guide
FormoreinformationandproceduresforusingtheKnowledgeBaseCenter,see"KnowledgeBase"onpage271.
Global Toolbar
TheGlobalToolbarislocateddirectlybeneaththeMainMenu.GoldMinePremierEditioninstallsdefaultcontent.This
toolbarcanbecustomized.
Formoreinformationonusingandeditingtheglobaltoolbar,see"CustomizingToolbars"onpage37.
Taskbar
TheGoldMineTaskbarcanbeeitherdockedwiththeGlobalToolbarordraggedofftocreateafloatingTaskbar.TheTaskbar
containstwobutton:GettingStarted(seepage32)andCustomize(seepage32).
Taskbar(Docked)
Taskbar(Floating)
TIP:IfyouhorizontallyresizethefloatingTaskbar,theTaskbarbuttonsmovebeloweachothertocreatea
verticalstack.
GoldMine User Guide
Getting Started 31
Getting Started
WhenyouclicktheGettingStartedbuttonontheTaskbar,adropdownlistopenswithalisttoaccessfrequentlyused
GoldMinemenucommandsandmacros,tolaunchexternalapplicationsandwebsites,andtodisplaydocumentsandfiles.
Eachiconinthetaskbarrepresentsataskitem.Therecanbe50taskitemsinataskgroupand20taskgroups.GoldMine
addsdefaultitemstothislist,butyoucancustomizethelistforyourownneeds.
Customize
TheCustomizebuttonontheTaskbardisplaystheCustomizeTaskbardialogbox.Youcandirectlyaccesstheitemsonyour
GettingStartedlistbyclickingtheassociatedicon,oryoucancustomizewhichitemsappearonthislist.
FordetailedinformationaboutcustomizingtheTaskbar,see"CustomizingtheTaskbar"onpage35.
32 Getting Started
GoldMine User Guide
Navigation Pane
TheNavigationPaneoffersadditionalviewingandnavigationoptions,dependingonthemoduleselected
Thepanecontainsthefollowingsections:
SearchField.TypeinsearchcriteriaandclickGo.TheContactSearchCenteropensintheworkarea.
TitleBar.Displaysthetitleforthecurrentlyselectedmodule.ClicktheTitleBartominimizeormaximizetheNavigation
Pane.
ViewWindow.Displayscontextsensitivenavigablehistorydata,filebrowser,orcalendar,dependingonthemodule
selected.
Navigationbuttons.Eachbuttondisplaysthemainwindowforitscorrespondingmodule.Forexample,clickingContacts
openstheContactslistview.
ModulemenuandNavigationPaneoptions.ThisisamenuwhichopenswhenyouclicktheConfigureButtoniconat
thebottomoftheNavigationPane.YoucanselectaGoldMinemodulefromthelist,oropentheNavigationPane
options(see"SettingtheNavigationPaneOptions"onpage34).
GoldMine User Guide
Getting Started 33
Setting the Navigation Pane Options

1. ClicktheConfigureButtonsiconatthebottomoftheNavigationPanetodisplaythemenu.
2. SelectNavigationPaneOptionsfromthemenu.
3. Usingthecheckboxes,selectthemodulesthatappearintheNavigationPane.
4. Whenfinished,clickOKtoclosethedialogbox.
Status Bar
Thebottomlineofthewindowiscalledthestatusbarandcontains:
ThenameoftheopenContactSetontheleftside.Inthegraphicabove,itisGoldMineDatabase.However,theleftside
ofthestatusbaralsodisplaysthehelpmessageforeachtoolbarbuttonwhenthemouseispositionedonthebutton.
Theshiftstateof[CAPSLOCK]and[NUMLOCK].
Theusernamefortheloggedinuser.
Thedateandtimeonthelocalcomputer.
34 Getting Started
GoldMine User Guide
GoldMine Navigation Shortcuts

UsethefollowingkeyboardshortcutstonavigatethroughGoldMine.
Navigatebetweenopenmodules.PressC T R L + TA B.
Navigatewithinamodule(betweentoppanelandbottomtabs).Eachofthefollowingnavigationitemsissome
combinationofC TR L - TA B,TABandtheARROW keys.Thesetoolsallowyoutoaccesseveryfieldandbutton

shownonscreen.
Navigateamongthefieldsofamodule.UseTAB.
NavigatePrimarysectionswithinthecurrentlyopenmodule.Eachmodulehasuniquefeatures,butthefollowingare
examplesofnavigation:
MovethroughtheGrid(inActivityList,Contacts,andsoon.)UseTA BorARROWS .
MovearoundeditablefieldsinaContactrecord,andCustomscreenifopen.UseTA BorARROWS
TheTaborderisdefinedinFieldProperties.Ifoneofthecontactfieldiseditable,TABgoestothenextfieldand
makethisfieldalsoeditable.
MovearoundeditablefieldsinCasedetailview.UseTAB orA R R O W S.
Tabshouldnotbeusedtocyclebetweenthetabs(forexample,gofromthePendingtabtotheHistorytab).
MoveintheContextpane.UseTAB,ARROWS .UseTABtomovefocusinoroutofthisarea.Thenuse
A R R O W Stomoveupordownorsidetosideinthepanel.
MovewithintheNavigationpanel.UseTA BorARROWS
Movebetweenthetopleveltoolbars(excludingMenubar).UseTAB.
MovewithintheMenuBar.UseALT .
Scrollbetweencontactrecordtabs(Pending,Historyandsoon.)UseC T RL .
Customizing the Taskbar

YoucancustomizetheGoldMineTaskbarbyaddingandremovingitemstoexistinggroups,orcreatingnewgroupsofitems
tosuityouneeds.RefertothefollowingtopicsfordetailsoncreatingyourowncustomizedTaskbar.
ChangingIconDisplay(seepage35)
ChangingIconPosition(seepage35)
ManagingGettingStartedListItems(seepage36)
ManagingGettingStartedListGroups(seepage36)
Changing Icon Display

1. ClicktheCustomizebuttonontheTaskbar.
2. RightclickontheGoldMinetaskbar.
3. Selectfromthefollowingmenuoptions:
DisplaywithLargeIcon
DisplaywithSmallIcon
Changing Icon Position

1. ClicktheCustomizebuttonontheTaskbar.
2. Clickanddragtheicontothenewlocation.
YoucanalsorightclickandselectMoveItemUporMoveItemDownfromthemenu.
GoldMine User Guide
Getting Started 35
Managing Getting Started List Items

To Add an Item
1. RightclickontheGoldMinetaskbarandselectAddNewItemfromthemenu.
TheTaskbarGroupItemSelectiondialogboxappears.
2. SelectthetypeofitemfromtheItemTypedropdownlist.
3. EntertherequiredfieldsfortheitemandthenclickOKtoaddtheitemtothecurrentgroup.
To Remove an Item
1. RightclickovertheitemyouwanttoremoveontheGoldMinetaskbarandselectRemoveItemfromthemenu.
Awarningmessageappears.
2. ClickYestoremovetheitemorNotocancel
To Edit an Item
1. RightclickontheGoldMinetaskbarandselectEditItemfromthemenu.
TheTaskbarGroupItemSelectiondialogboxappearswiththetreeexpandedtothecurrentitem.
2. SelectthetypeofitemfromtheItemTypedropdownlist.
3. MakeanychangestotherequiredfieldsfortheitemandthenclickOK.
Managing Getting Started List Groups

To Add a Group
1. RightclickontheGoldMinetaskbarandselectAddNewGroupfromthemenu.
TheNewTaskbarGroupdialogboxappears.
2. TypetheGroupNameandselectfromthefollowingoptions:
SmallIconsforitemstoappearassmallicons.
GlobalGroupfortaskgrouptoapplytoallusers.Globalgroupnamesappearboldonthetaskbar.
TIP:GlobalGroupsettingsareinthegm.tbi.Taskbarconfigurationsthatarenotglobalareinthe
username.tbi.
DetachedforcreatingaseparatebarforthegroupintheTaskbar
SplitButtonforcreatingagroupthatusesaniconinsteadofthegroupnameintheTaskbar.
3. ClickOKtoaddthetaskgrouptoyourtaskbar.Then,addtaskitemstothenewgroup.
To Remove a Group
1. RightclickontheGoldMinetaskbarandselectRemoveGroupfromthemenu.
Awarningmessageappears.
2. ClickYestoremovethegrouporNotocancel.
To Edit a Group
1. RightclickontheGoldMinetaskbarandselectEditGroupfromthemenu.
TheNewTaskbarGroupdialogboxappearswiththesettingsforthecurrentgroup.
2. MakeanychangesandthenclickOKtoapplythechanges.
36 Getting Started
GoldMine User Guide
Customizing Toolbars
TheToolbarsdisplayinthespacebelowtheGoldMinemenubar.Youcancustomizethesetoolbarsbyadding,removingor
rearrangingthebuttonsthatappearonthem.Youcanalsocreateadditionaltoolbars.Foradditionalinformation,referto
thefollowingtopics:
AddingandRemovingStandardToolbarButtons
CreatingaNewToolbar
RenamingaToolbar
RenamingToolbarButtons
RearrangingToolbarButtons
Adding and Removing Standard Toolbar Buttons

ThefollowingprocedureisusedtoaddandremovethebuttonsthatdisplayontheStandardToolbar.
1. ClicktheToolbarOptionsdropdownmenulocatedattherightendofthetoolbar.
2. SelectAddorRemoveButtons>StandardtoviewthelistoffavailablebuttontodisplayontheStandardToolbar.
3. CheckorunchecktheboxnexttotheitemyouwantontheStandardToolbar.
Creating a New Toolbar

UsethefollowingproceduretocreateaNewtoolbar.
1. Rightclickintheemptyspacebythetoolbarandfromthepopupmenu,selectCustomize.
2. OntheToolbarstab,clickNewandthentypethenameofthenewtoolbarintheNewToolbarpopupbox.
GoldMine User Guide
Getting Started 37
3. ClickOK.ThenewtoolbarappearsinthelistofToolbarsontheToolbarstabintheCustomizedialogbox.
TIP:Ifyoucannotfindyournewtoolbarrightaway,rightclickintheemptyspacebythetoolbartobring
upthecontextmenuwiththenamesoftheavailabletoolbars.Clickthenewtoolbarnameyoucreated
andthetoolbarappears.
4. AddbuttonstothenewToolbarbyusingthefollowingmethods:
ClicktheCommandstab.Then,selectoneoftheCategoriestoviewtherespectiveCommandslinkedtothat
category.ClickoneoftheCommandsanddragittothenewToolbar.
WiththeCustomizedialogboxstillopen,holddownC T RL andthendraganddropthemenuitemsyouwantto
appearasbuttonsonyournewtoolbar.
Forexample,ifyouwantUserGroupsonyournewtoolbar,clickandholddownCtrl,thenopentheToolsmenu,
selectUserGroups,andthendragUserGroupstothenewtoolbar.
NOTE: IfyoudonotuseC TR L whiledraggingthemenucommandstotheToolbars,themenu
commandwillbemovedfromtheMenutotheToolbar.Torestorethemovedmenuitems,clicktheReset
buttonontheToolbarstab.ThisdoesnotremovetheitemfromtheToolbar.
5. ClickClosetoclosetheCustomizedialogbox.
Renaming a Toolbar
1. RightclickintheemptyspacebytheToolbarandselectCustomizefromthecontextmenu.
2. SelectthetoolbaryouwanttorenameandclickRename.
3. TypeinthenewnameintheRenameToolbardialogboxandthenclickOK.
Renaming Toolbar Buttons

2. Selectthetoolbarwhichcontainsthebuttonthatyouwanttorename.
3. WiththeCustomizedialogboxstillopen,rightclickontheToolbarbuttonyouwanttorename.
4. Onthecontextmenu,changethetextintheNamefieldandthenpressENTE Ronthekeyboardorclickanywhere
outsidethecontextmenu.
Thenewbuttonnameappearsonthetoolbar.
5. Usethecontextmenutoeditordeleteanyexistingbutton.
Rearranging Toolbar Buttons

Draganddropthebuttonstothedesiredconfiguration.
2. SelectabuttonontheToolbar,thendothefollowing:
TochangethelocationofthebuttononthecurrentToolbar,clickanddragthebuttontothedesiredlocationonthe
currentToolbar.
TomovethebuttontoanotherToolbar,clickanddragittoanyotherToolbar.
ToplaceacopyofabuttononanotherToolbar,pressandholdCtrlonthekeyboardwhiledraggingthebuttonto
anotherToolbar.
38 Getting Started
GoldMine User Guide
Using Online Help

ViewdocumentationusingtheextensiveonlineHelpsystem.Accessoverviews,stepbystepinstructions,tips,notes,
descriptions,andreferencematerialwhileyouwork.
ToimplementwindowlevelHelp,clickinsidethedialogboxandpressF1.
NOTE: GoldMinerequiresInternetExplorer6.0orhigher.
Menu Command Shortcut Keys

GoldMinemenucommandscanbeexecutedwithshortcutkeys.Ratherthanusingthemousetoselectmenuoptions,the
shortcutkeysarekeyboardkeys(F1)orkeycombinations(suchasCTRL+P)thatinvokeaparticularcommand.
ThissectionprovidestablesofshortcutkeysinbothGoldMineandMicrosoftWindows.
GoldMine Shortcut Keys

MenuCommand
Key
Displayonlinehelpfortheactivewindow
F1
Displaycontextsensitivehelp
Shift+F1
Displaypredefinedfieldentriesforlookups,calendar(datefields),orclock(time
fields)
F2
DisplaytheContactSearchCenter
F4
DisplaytheEmailCenter
F5
DisplaytheActivityList
F6
DisplayyourCalendar
F7
DisplaytheOpportunityManager
F9
LaunchCampaignManager
F10
Closetheactivewindowormodule
Ctrl+F4
ExitGoldMine
Alt+F4
Findnext
F3
Movetopreviousmodule
Ctrl+Tab
Movetothenextopenmodule
Ctrl+Shift+Tab
MovetoSearchbox
Ctrl+2
MovetofirstContactfield
Ctrl+1
GoldMine User Guide
Getting Started 39
Contact Record Shortcut Keys

MenuCommand
Key
Searchforastringwithintheactivetab
F3
Displaypredefinedfieldentriesforlookups,calendar(datefields),orclock(time F2
fields)
DialthePhone2telephonenumberfortheContact
Alt+2
Alt+3
UndotypinginNotes
Ctrl+Z
CutselectedtextinNotes
Ctrl+X
CopyselectedtextinNotes
Ctrl+C
PastecopiedtextinNotes
Ctrl+V
GotothenextContactrecord
PageDown
GotothepreviousContactrecord
PageUp
Gotothefirstrecord
Ctrl+PageUp
Gotothelastrecord
Ctrl+PageDown
Cyclethroughlastviewedrecords
Shift+PageUp
WriteanemailmessagetoContact
Ctrl+Shift+E
Alt+1
DialFaxfortheContact
Alt+4
ViewtheSummarytab
Ctrl+S
ViewtheFieldstab
Ctrl+F
ViewtheNotestab
Ctrl+N
ViewtheContactstabforadditionalcontacts
Ctrl+C
ViewtheRelationshipstab
Ctrl+T
ViewtheDetailstab
Ctrl+D
ViewtheReferralstab
Ctrl+R
ViewthePendingtab
Ctrl+P
ViewtheHistorytab
Ctrl+H
ViewtheLinkstab
Ctrl+L
ViewtheMemberstab
Ctrl+M
ViewtheProcessestab
Ctrl+O
ViewtheOpportunitiestab
Ctrl+U
ViewtheProjectstab
Ctrl+J
ViewtheCasesTab
Ctrl+A
ViewtheGM+ViewTab
Ctrl+V
DisplayPersonalContacts
F11
Starttimer
F8
40 Getting Started
GoldMine User Guide
MenuCommand
Key
Stoptimer
Shift+F8
Resettimer
Alt+F8
Restarttimer
Ctrl+F8
Contact Tab Shortcut Keys

Thefollowingshortcutkeysarethedefaultvalues.YoucanrenameanyContacttabshortcutandassignanyshortcutto
openthistab.
MenuCommand
Key
ViewtheSummarytab
Ctrl+S
ViewtheFieldstab
Ctrl+F
ViewtheNotestab
Ctrl+N
ViewtheContacttabforadditionalcontacts
Ctrl+C
ViewtheDetailstab
Ctrl+D
ViewtheReferralstab
Ctrl+R
ViewthePendingtab
Ctrl+P
ViewtheHistorytab
Ctrl+H
ViewtheLinkstab
Ctrl+L
ViewtheMemberstab
Ctrl+M
ViewtheProcessestab
Ctrl+O
ViewtheOpportunitiestab
Ctrl+U
ViewtheProjectstab
Ctrl+J
ViewtheCasestab
Ctrl+A
ViewtheGM+Viewtab
Ctrl+V
GoldMine User Guide
Getting Started 41
Report Shortcut Keys

MenuCommand
Key
Cuttheobject
Ctrl+X
Copytheobject
Ctrl+C
Pastetheobject
Ctrl+V
Deletetheobject
Delete
Changethefontforthetext
Alt+F10
Alignthetextwithintheobject
Ctrl+P
Specifyoutlineproperties
Ctrl+O
Selectabackground
Ctrl+B
Editafieldexpression
Ctrl+F
Insertasectionlabel
F6
Insertatextlabel
F9
Insertdatafield
F2
Insertexpressionfield
F3
Insertsystemfield
F4
Insertdialogfield
F5
Insertline
Ctrl+F9
Insertpicturefromclipboard
Alt+F7
Insertpicturefromdiskfile
Alt+F8
Createadialogfield
Ctrl+R
Editadialogfield
Ctrl+M
Deleteadialogfield
Ctrl+D
Definemargins,ruler,anddateformat
F7
Defineafilter
Ctrl+F7
Saveorupdatereporttemplate
F10
Savetemplatewithanewfilename
Shift+F10
42 Getting Started
GoldMine User Guide
Tree View Shortcuts

MenuCommand
Key
Displayallsubitemsundertheselecteditem
*(Asterisk)ontheNumeric
pad
Displaythesubitemsdirectlyundertheselecteditem
+(Plussign)ontheNumeric
pad
Collapsetheitemsdirectlyundertheselecteditem
(Minussign)ontheNumeric
pad
Collapsethecurrentselectionifitisexpandedandmovethefocustothe
groupleafroot
<(Leftarrow)
Displaythesubitemsdirectlyundertheselecteditemifitiscollapsed
>(Rightarrow)
Viewthepreviousgroup
Alt+Leftarrow
Viewthenextgroup
Alt+Rightarrow
Scrolltheviewwithoutchangeoftheselection
Ctrl+Uparrow
Ctrl+Downarrow
Movetheselectiontotheitemmatchingtheprefixlettersinthebeginningof Anyprintablekey
alabel
Combo Box Shortcuts

MenuCommand
Key
Displaytheitemsintheactivedropdownlistorcombobox
F4+Alt+UpArrow
Hidetheitemsintheactivedropdownlistorcombobox
F4+Alt+DownArrow
Search Box Shortcuts

MenuCommand
Key
SelecttheSearchbox.
Ctrl+E
EnterSearchforenteredtermusinglocalsearch
Alt+.(Period)
EnterSearchforenteredtermusingInternetbrowser
Shift+.(Period)
LaunchaprogramelevatedifusedfromtheStartMenu
Ctrl+Shift+Enter
GoldMine User Guide
Getting Started 43
Edit Box Shortcuts

MenuCommand
Key
Movetheinsertionpointtothebeginningofthenextword.
Ctrl+Rightarrow
Movetheinsertionpointtothebeginningofthepreviousword.
Ctrl+Leftarrow
Selectablockoftext.
Ctrl+Shiftwithanyofthe
arrowkeys
Movetheselecteditemup
Alt+Shift+Uparrow
Movetheselecteditemdown
Alt+Shift+Downarrow
Ctrl+Downarrow
Movetheselectiontotheitemmatchingtheprefixlettersinthebeginningof Anyprintablekey
alabel
Other Control Shortcuts

MenuCommand
Key
Displaytheitemsintheactivedropdownlistorcombobox
F4+Alt+UpArrow
Hidetheitemsintheactivedropdownlistorcombobox
F4+Alt+DownArrow
DownCyclethroughtheTabcontrols
Ctrl+Tab,Ctrl+Page
ReversecyclethroughtheTabcontrols
Ctrl+Shift+Tab,Ctrl+PageUp
Movetheinsertionpointtothebeginningofthenextword.
Ctrl+Rightarrow
Movetheinsertionpointtothebeginningofthepreviousword.
Ctrl+Leftarrow
Selectablockoftext.
Ctrl+Shiftwithanyofthe
arrowkeys
Movetheselecteditemup
Alt+Shift+Uparrow
Movetheselecteditemdown
Alt+Shift+Downarrow
44 Getting Started
GoldMine User Guide
Navigation Shortcuts
MenuCommand
Key
Closetheactivewindoworprogram
Alt+F4
Closetheactivedocumentinprogramsthatallowyoutohavemultiple
documentsopen
Ctrl+F4
Movestonextpaneorpalettewithinaprogram
Ctrl+Tab
Movestopreviouspaneorpalettewithinaprogram
Ctrl+Shift+Tab
Movestonextwindowinagroupofrelatedwindows(orbetweenMDI
documentwindows)
Ctrl+F6
Movestopreviouswindowinagroupofrelatedwindows(orbetweenMDI
documentwindows)
Ctrl+Shift+F6
Microsoft Windows Shortcuts

ThefollowingshortcutsarereservedforusebyMicrosoftWindows.
MenuCommand
Key
Activateorinactivatethemenubar
Alt
Cyclethroughitemsintheordertheywereopened.
Alt+Esc
Cyclethroughitemsinthereverseordertheywereopened
Alt+Shift+Esc
Displayshortcutmenufortheactivechildwindow(multipledocumentinterface Alt+hyphen
[MDI]application)
Displaytheshortcutmenufortheselecteditem.
Application
Copytheentirescreenimagetotheclipboard.
PrintScreen
Copytheactivewindowimagetotheclipboard.
Alt+PrintScreen
Displaythesystemmenufortheactivewindow
Alt+spacebar
Cyclethroughopenprimarywindows
Alt+Tab
Reversecyclethroughopenprimarywindows.
Alt+Shift+Tab
Cyclethroughopenprimarywindowswithoutclosingthemenu.
Ctrl+Alt+Tab
Reversecyclethroughopenprimarywindowswithoutclosingthemenu.
Ctrl+Alt+Shift+
Tab
DisplaytheStartmenu
Ctrl+Esc
StartTaskManager
Ctrl+Shift+Esc
DisplaytheWindowssecurityscreen
Ctrl+Alt+Delete
GoldMine User Guide
Getting Started 45
Microsoft Windows Explorer Shortcuts

MenuCommand
Key
Searchforafileorfolder
F3orCtrl+F
DisplaytheAddressbarlist
F4
SelecttheAddressbar
Alt+D
Viewthefolderonelevelup
Alt+Uparrow
Gobacktopreviouslocationviewed
Alt+LeftarroworBackspace
Goforwardtonextlocationinviewed
Alt+Rightarrow
Closetheactiveitem,orexittheactiveprogram.
Alt+F4orCtrl+W
DeletetheselecteditemandmoveittotheRecycleBin
Ctrl+DorDelete
DeletetheselecteditemwithoutmovingittotheRecycleBin
Shift+Delete
Openthecurrentlocationinanewwindow
Ctrl+N
Createshortcuttoselecteditem
Ctrl+Shiftwhiledragginganitem
Switchinputlanguagesorkeyboardlayouts
(Availableandconfigurablewhentheuserhasinstalledmultiple
keyboardlayouts.)
LeftAlt+Shift
Switchkeyboardlayoutsorinputlanguages(Availableand
configurablewhentheuserinstalledmultiplekeyboardlayouts.).
Ctrl+Shift
Shortcutkeyforinputlanguages
CtrlorleftAlt+Shift+~,number(0~9),
(Availableandconfigurablewhentheuserinstalledmultiplekeyboard orgraveaccentkey
layouts.)
Cancelthecurrenttaskorsearch
46 Getting Started
Esc
GoldMine User Guide
Favorites Center Shortcuts

MenuCommand
Key
OrganizeFavorites
Ctrl+B
AddcurrentpagetoFavorites
Ctrl+D
OpenHistory
Ctrl+H
OpenHistoryinpinnedmode
Ctrl+Shift+H
OpenFavorites
Ctrl+I
OpenFavoritesinpinnedmode
Ctrl+Shift+I
OpenFeeds
Ctrl+J
OpenFeedsinpinnedmode
Ctrl+Shift+J
Tab Shortcuts
MenuCommand
Key
Openalinkinnewbackgroundtab
Ctrl+Leftmousebutton
Openalinkinnewforegroundtab
Ctrl+Shift+Leftmousebutton
Closetab(closeswindowifonlyonetabisopen)
Ctrl+F4,Ctrl+W
OpenQuickTabview
Ctrl+Q
OpenanewTab
Ctrl+T
ViewthelistoftheopenTabs
Ctrl+Shift+Q
Switchtonexttab
Ctrl+Tab
Switchtoprevioustab
Ctrl+Shift+Tab
Address Bar Shortcuts

MenuCommand
Key
Viewthelistofpreviouslytypedaddresses
F4
SelecttheAddressbar
Alt+D
OpentheWebsiteaddressthatistypedintheAddressbarinnewtab
Alt+Enter
Addhttp://www.tothebeginningoftextand.comtotheendoftextin
Addressbar
Ctrl+Enter
Addhttp://www.tothebeginningoftextandtheWebsiteaddresssuffix Ctrl+Shift+Enter
youhavespecifiedtotheendoftextintheAddressbar
Switchtotheprevioustab
GoldMine User Guide
Ctrl+Shift+Tab
Getting Started 47
Search Bar Shortcuts

MenuCommand
Key
Opensearchresultsinnewtab
Alt+Enter
Viewlistofsearchproviders
Ctrl+Downarrow
Using Log Away in GoldMine

Ifyouneedtopostinformationaboutyourcurrentlocationandthetimeand/ordateofyourexpectedreturn,usethe
followingprocedure.
1. SelectFile>LogAway.
TheI'mawayfrommydeskdialogboxopens.
2. IntheMyWhereaboutsfield,dooneofthefollowing:
Typewhereyouhavegoneinthetextbox
RightclickinthefieldandselectanitemfromtheF2Lookuplist.
Selectoneoftheradiobuttonoptionsbelowthetextboxtoselect:
Atlunch
Onbreak
Ontheroad
Gonehome
3. IntheI'llbebackatdialogselectthetimeyouwillreturnfromthedropdownlist,orselectatimeperiodusingthe
radiobuttonstotheright.
Selectthedayforthedayoptions(TomorroworOnMonday)orselectthedatefromtheF2graphicalcalendaronthe
datetextboxbyclickingthearrowbuttontotherightofthedate.
48 Getting Started
GoldMine User Guide
ChooseadatefromthecalendarandthenclickSelect.
4. Selectanoption:
Logout.ThisoptionpoststhetimeoflogoutinthePegBoard.
Waitforme.ThisoptionminimizesGoldMine.AlthoughyouarenotloggedoutofGoldMine,youarepromptedfor
yourpasswordtorestorethedisplay.Afterreturningtoyourworksession,GoldMineautomaticallyclearsthe
referenceintheWhereaboutscolumnofthePegBoard.
Cancel.Thisoptioncancelstheaction.
Logging in as Another User

UsethefollowingproceduretologintoGoldMineasanotheruser.
1. SelectFile>SwitchUser.
2. GoldMineclosesandanewloginscreenappears.
3. TypeintheUsernameandPasswordofthenewuser.
4. ClickOKtologinasthatuser.
Viewing GoldMine Information

Viewsummaryinformation,credits,installationdetails,orcontactinformationforFrontRangeSolutions.
UsethefollowingproceduretoviewGoldMineinformation.
1. SelectHelp>AboutGoldMine.
TheAboutGoldMinewindowopens.
2. Viewtheversion,registeredowner,productserialnumber,andcopyrightinformation.Clickthefollowingbuttonsto
accessinformationfor:
Credits.Displaysintegratedapplications.
FrontRange.DisplayscontactinformationforFrontRangeSolutions.
System.DisplaysinformationaboutyourGoldMineinstallation.Tocopytheinformation,clickCopyAll.Pastethe
informationintoyouroutsideapplication.
3. ClickOK.
GoldMine User Guide
Getting Started 49
Local Menus
Usealocalmenu(shortcutmenu)toaccesscommandseffectingoptionsorinformationintheselectedbrowsewindow,
tab,orpane.
Usethefollowingproceduretoaccesslocalmenus.
1. Rightclickinthewindow,tab,orpaneyouareworkingin.Forexample,ifyouareworkingonthePendingtab,the
followinglocalmenuopens:
2. Selecttheactionfromthemenu.
50 Getting Started
GoldMine User Guide
QuickStart Wizard
Overview
TheQuickStartWizardallowsyoutoaccessandconfigurebasicoperationsandtoolstoworkwithGoldMine.
TheQuickStartWizardcontainsasetofindividualwizardsyouaccessinonecentrallocationtoensureyouconfigurekey
operations:
Userinformation.Configurespersonalinformationforuserssuchasnameandtitle.See"UsingtheUser
InformationQuickStartWizard"onpage52.
User.ConfiguresgeneraluserdataandsecuritysettingssuchastheindividualsGoldMineusernameand
passwordandQuickStartWizardaccessrights.See"UsingtheUserQuickStartWizard"onpage54.
IMPORTANT:Contactyouradministratorbeforeusingthiswizard.
IndustryTemplates.ConfiguresIndustrySolutionstemplatesandGoldMinePLUSapplications.See
"UsingtheIndustryTemplatesQuickWizard"onpage56.
GoldMine User Guide
QuickStart Wizard 51
KeyFields.Configuresthekeyfieldlabelstostoredataforyourbusiness.See"UsingtheKeyFields
QuickStartWizard"onpage59.
PostalCodes.ConfigurestheprocesstoimportpostalcodesintoGoldMine.See"UsingthePostalCodes
QuickStartWizard"onpage61.
DataImport.Configurestheprocesstoimportcontactdatafromanothercontactmanagement
applicationintoGoldMine.See"UsingtheDataImportQuickStartWizard"onpage61.
GoldMinePLUS.ConfiguresGoldMineslinkstodocumentapplicationsincludingMicrosoftWordand
AdobeAcrobat.See"UsingtheGoldMinePLUSQuickStartWizard"onpage65.
TheQuickStartWizardappearsimmediatelyafterinstallingGoldMinetohelpsetupthecriticaloperationsmostusersneed
immediatelysuchasemailaccounts.UsetheQuickStartWizardafterinstallationtoaddorchangebasicconfiguration
settingsbyselectingTools>QuickStartWizard.
UserswithoutMasterRightshaveaccesstotheUserInformationWizardandDocumentManagementWizard.
Using the User Information QuickStart Wizard

Configureorupdateindividualuser'spersonalinformationstoredinthePersonaltaboftheUser'sOptions.
UsethefollowingproceduretoconfigureuserinformationwiththeUserInformationwizard.
1. SelectTools>QuickStartWizard.
2. AttheGoldMineQuickStartWizarddialogbox,clicktheUserInformationWizardbutton.
3. TheWelcomescreenoftheQuickStartWizard:UserInformationdialogboxappears.ClickNext.
52 QuickStart Wizard
GoldMine User Guide
4. Attheuserlist,selecttheuserforwhichyouareupdatingpersonalinformationandthenclickNext.
5. Updatethefollowingfieldsasneeded:
Title.TypetheappropriatetitleorsalutationsuchasMs.,Dr.,andsoon.
Department.Typetheuser'sorganizationalunitsuchasMarketing.
Phone.Typetheuser'sprimarytelephonenumber.
Fax.Typetheuser'sfaxnumber.
GoldMine User Guide
ClickNext.
Theuservariableoptionsopen.ThesevariablessupplementbasicinformationstoredinthePersonaltab.
6. Toaddorchangeavariable,clickNeworEdit.
TheAddaNewVariableorEditaVariabledialogboxopens.
IntheNamefield,typethenewvariablesuchasCellPhone.
IntheValuetextbox,typethevalueofthevariablesuchasthecellphonenumber.
Toremoveavariable,highlightthevariableandclickDelete.
ClickAddorOKtoclosetheAddorEditVariabledialogboxandreturntotheUserInformationWizard.
7. ClickFinishtoclosetheUserInformationWizardandreturntotheQuickStartWizarddialogbox.
Using the User QuickStart Wizard

Usethiswizardtocreateandupdateusersandtheirsettings.ThecreatedorupdatedusersareavailableintheUsers'
MasterFile(selectTools>Configure>Users'Settings).
UsethefollowingproceduretoconfigureuserswiththeUserwizard.
NOTE: Contactyouradministratorbeforeusingthiswizard.
2. AttheGoldMineQuickStartWizarddialogbox,clicktheUserWizardbutton.
GoldMine User Guide
3. TheWelcomescreenoftheQuickStartWizard:UserSettingsdialogboxopens.ClickNext.
4. AttheUsernameaccountsdialogbox,selecteither:
CreateNewUser.Createanewuser.
UpdateExistingUser.Selectthenameoftheuseryouareeditinginthedropdownlist.
5. ClickNext.
GoldMine User Guide
6. Completethesefieldstocreateormodifytheusersettings:
GoldMineUsername.Ifcreatinganewuser,typetheusername(upto8characters)inthetextbox.
User'sFullName.Typethefirst,middle,andlastname,asappropriateforyourcompany.
GoldMinePassword.TypeapasswordtheuseruseswhenloggingintoGoldMine.
TheusercanchangethepasswordonthePersonaltaboftheUsers'Optionsdialogbox.
SelectMasterRightsifyouaregrantingtheuserunrestrictedaccesstoGoldMinefeaturesandsettingsexcept
otherusers'PersonalContactsandPersonalBaseintheInfoCenter.
NOTE: OnlyGoldMineadministratorsorotherauthorizedindividualsshouldhaveMasterRights.
7. ClickFinish.
AQuickWizardmessageboxthatacknowledgestheuserupdateissuccessful.
Using the Industry Templates Quick Wizard

UsethefollowingproceduretousethiswizardtoconfigureIndustrySolutionstemplatesandGoldMinePLUSapplications.
2. AttheGoldMineQuickStartWizarddialogbox,clicktheIndustryTemplatesWizardbutton.
GoldMine User Guide
TheWelcomescreenoftheQuickStartWizard:IndustryTemplatesdialogboxopens.
3. SelectoneoftheIndustrySolutiontemplates:
FinancialServices
iMarket
Insurance(Life)
Insurance(PropertyandCasualty)
LegalServices
MortgageLending
NonProfitsOrganizations
RealEstate(Commercial)
RealEstate(Residential)
4. ClickNext.
5. AttheGoldMineTemplateInstallerdialogbox,readandfollowthetext.Besuretobackyourworkupbeforegoingto
thenextstep.ClickNext.
GoldMine User Guide
6. Selectthecustomizationoptions.
AttheAdditions/Updatefield,selecttheoptionsyouwanttoinstall.
AttheDeletionfield,selecttheoptionsyouwanttodelete.
7. ClickNext.
8. ReadthescreentextandthetypeinYesovertheNodefault.
Thistextexplainsthatyoucannotundothecustomization.Adialogboxappearsstatingyoumustbeloggedinasa
MasterRightsusertoinstallanIndustrySolutiontemplate.
9. ClickNext.
GoldMine User Guide
10. ClickFinishtobeingtheinstallation.
11. Whentheinstallationiscomplete,amessageappearsthatstatesthefieldsareupdatedandneedtoberebuilt.
12. ClickOK.
TIP:Toseethechanges,rebuildthedatabase,logout,andlogintoGoldMine.
Using the Key Fields QuickStart Wizard

GoldMineindexesthefiveKeyfields,makingthemexcellentfieldsfordatayouretrieveorfilteronoften.Assignfieldlabels
usingthiswizard.
UsethefollowingproceduretoconfigurekeyfieldcustomizationwiththeKeyFieldswizard.
2. AttheGoldMineQuickStartWizarddialogbox,clicktheKeyFieldsWizardbutton.
TheWelcomescreenoftheQuickStartWizard:KeyFieldsCustomizationdialogboxopens.
GoldMine User Guide
3. ClickNext.
4. AttheUpdateKeyFieldLabelNamesdialogbox:
IntheNameinDatabasecolumnthefieldnames,Key1throughKey5,arelisted.
TheCurrentLabelcolumndisplaysthecurrentfieldname.
IntheNewLabelfield,typethenecessarychangesforeachfieldnames.
GoldMine User Guide
TheCurrentLabelcorrespondstothelocallabelforthefield.Ifthefielddoesnothavealocallabel,theCurrentLabel
columndisplaysthegloballabel.
5. ClickFinish.
6. AttheGoldMinemessage,clickYes.
ToseetheupdatedKeyfieldlabels,logoutofGoldMineandbackin.
Using the Postal Codes QuickStart Wizard

Youcanimportover42,000UnitedStatesPostalCodesintoyourlookuptable.Usethefollowingproceduretoimportpostal
codesintoGoldMineusingthePostalCodeswizard.
2. AttheGoldMineQuickStartWizarddialogbox,clicktheKeyFieldsWizardbutton.
3. ThePostalCodeImportdialogboxopens.
4. ClickFinishtoimportallUnitedStatesPostalCodesintoyourlookuptable.Theimportprocessmighttakeconsiderable
time,dependingonyourenvironment.
Using the Data Import QuickStart Wizard

ImportdatafromothercontactmanagementapplicationsintoGoldMine,eliminatingdataentry.Incorporatenewdatainto
GoldMineandbeginusingit.
GoldMine User Guide
NOTE: ThiswizardisavailableforuserswithMasterRightsonly.
2. AttheGoldMineQuickStartWizarddialogbox,clicktheDataImportWizardbutton.
TheWelcomescreenoftheDataImportWizarddialogboxopens.
3. ClickNext.
GoldMine User Guide
4. SelectthecontactmanagementapplicationyouareimportingfromintheChoosetheproductfromwhichyouare
importingdropdownlist.Selectone:
ACT!forwindows2.0through4.0
ACT!6.0
LotusOrganizer6.0
MicrosoftOutlook98orhigher
FirebirdorMicrosoftSQLServerdatabasetable
dBasefiles(*.DBF)
Testfileswithdelimiters,likecommasortabs
Textfileswithfixedlengthfields
Ifimportingfromasourcedifferentfromtheseoptions,usetheimportoptionsinGoldMine.SelectFile>Importand
Export>Importcontactrecords.
5. ClickFinish.TheAlertwindowopens.
6. ClickOK.TheImportWizardopens.
GoldMine User Guide
7. MakeyourselectionandthenclickNext.
8. EnterthecompletepathandfilenameofthefiletobeexportedinthefieldandclickNext.
IfyouchoseSQLthefollowingscreenopens.
GoldMine User Guide
9. CompletethewizardscreensandthenclickFinish.
Using the GoldMine PLUS QuickStart Wizard

UsethisquickwizardlinksGoldMinePlusproductstodocumentapplicationsincludingMicrosoftWordandAdobeAcrobat.
UsethefollowingproceduretoimportGoldMinePLUSdata.
2. AttheGoldMineQuickStartWizarddialogbox,clicktheGoldMinePLUSbutton.
TheFrontRangeSupportsitepageopens.
3. LogintoFrontRangeandmovethroughtheSupportsite.
GoldMine User Guide
GoldMine User Guide
Dashboards
Overview
TheGoldMineDashboardisaplacewereyoucanquicklyviewandaccessdatabasedonpredefinedcriteriaandview
realtimeinformationalgraphicsanddatatableswithcontrolstoselectthedesiredinformationforviewing.Dashboardsare
userdefinedsummaryviewsofdatafrominternalandexternalsources.
ByusingDashboards,youcanquickly:measuretheflowofnewLeads,viewafilteredlistofLeadrecords,chart
OpportunitiesandForecasts,reviewtheCustomerServiceprocesses,reviewtodolists,calendar,inbox,andprogress
towardSalesobjectives,andviewForecastsandAppointments.
NOTE: FordetailsonmanagingtheDashboards,seeDashboardsManagementintheAdministrator
GuideorOnlineHelp.
Choosing a Predefined Dashboard

DashboardsaremadeavailablebyclickingtheDashboardsbuttonontheNavigationPane(see"NavigationPane"onpage
33).ThelistofavailableDashboards,bothpredefinedandcustomized,isdisplayedinthepanelontheleftabovethe
Navigationbuttons.WhenyouopentheDashboardsmodule,themostrecentlyviewedDashboarddisplaysbydefault.
GoldMinecomeswithseveralDashboardsalreadysetupforyou,basedontypicalusecases(see"PredefinedDashboards"
onpage69).
Management
ActivityDashboard
ActivitySummaryDashboard
CaseDashboard
LeadDashboard
ManagementDashboard
Sales
ForecastDashboard
OpportunityDashboard
SalesUserDashboard
GoldMine User Guide
Dashboards 67
Dashboard Designer
TheDashboardDesignerisusedtomanageyourDashboards.YoucanusetheDashboardDesignertoeditexisting
Dashboards,createnewDashboards,anddeleteunwantedDashboards.
TheDashboardDesignerhasseveralmaincomponents:
Canvas(see"DashboardCanvas"onpage68)
Palette(see"DashboardPalette"onpage68)
Properties(see"DashboardProperties"onpage68)
ObjectsTree(see"DashboardObjectsTree"onpage69)
Toolbar(see"DashboardToolbar"onpage69)
Dashboard Canvas
TheCanvasdisplaystheDashboardsmainframeandallofitsparts.GridpointsontheCanvasareusedasareferencefor
aligningDashboardPartsandSplittertooneanotherontheCanvas.
NOTE: Asarule,DashboardPartsshouldnotoverlaponeanother.However,inthedesignview,some
DashboardPartsmightappeartooverlapduetothedynamicresizingoftheDashboard.
Dashboard Palette
ThePaletteislocatedintheupperrightcorneroftheDashboardDesigner.Itcontainsallthepartsyoucanusetocreateor
modifytheDashboard.ThepartsaretheelementsthatdefinetheappearanceoftheDashboard.Thesize,location,and
propertiesofthepartcanbemodifiedafteryouaddtheparttothecanvas.
TheDashboardPalettecontainsthefollowingparts:
Label
Button
CheckBox
RadioButton
Link
TextBox
DropdownList
WebView
Chart
TableView
DatePicker
Formoreinformation,see"DashboardPartPropertiesDetails"intheAdministratorGuideorOnlineHelp.
Dashboard Properties
ThePropertiessectionislocatedbelowthePalletanddisplaysthepropertiesofthecurrentlyselectedDashboardParton
theCanvas(see"DashboardPartPropertiesDetails"intheAdministratorGuideorOnlineHelp.)
68 Dashboards
GoldMine User Guide
Dashboard Objects Tree

TheObjectssectionabovetheNavigationPanedisplaysatreeviewofthecurrentDashboardPartsandDataSources.
SelectedDashboardPartsarehighlightedonthetreeandontheCanvas.Youcanclickanynodeonthetreetomakeitthe
activeDashboardPart.
Dashboard Toolbar
TheToolbarislocatedatthetopoftheDashboardpaneandcontainsbuttonstoaccessthevariousDashboardcommands.
ViewMode
DesignswitchestoDesignmode(DashboardDesigner).
RefreshupdatesthecurrentlydisplayedcontentontheDashboard.
DesignMode
ViewswitchestoViewmodeandsavestheDashboard.
DeletedeletesthecurrentlyDashboard.
NewcreatesablankDashboardcanvas.
CopycreatesacopyofthecurrentDashboard.
ImportopenstheImportdialogboxtoimportapredefinedDashboardintoGoldMine.
ExportopenstheSaveAsdialogboxtosavethecurrentDashboardasanXMLfile.
EventsopenstheEventandActionsdialogboxforadding,editing,anddeletingeventsforDashboardParts.
SavesavesthecurrentDashboard.
CancelabortsanychangesmadesincethelastSaveandreturnstoViewmode.
Fordetailedinstructionusingthesecommands,referto"DashboardsManagement"intheAdministratorGuideorOnline
Help.
Predefined Dashboards
GoldMinecomeswithseveralpredefinedDashboardsreadytouse.TheseDashboardsarebasedontypicalusagescenarios
andcanbemodifiedtosuityouneeds(see"DashboardDesigner"intheAdministratorGuideorOnlineHelp).
ThepredefinedDashboardsaredividedintotwomaincategories:
ManagementDashboards
SalesDashboards
Management Dashboards
TheManagementDashboardGroupismainlyusedviewactivities,customerservice,andsales.
ActivityDashboard
ActivitySummaryDashboard
CaseDashboard
LeadDashboard
ManagementDashboard
GoldMine User Guide
Dashboards 69
Activity Dashboard
TheActivityDashboardprovidesaquicklookattheappointmentsandcallsforthecurrentuser.TheDashboardisdivided
withappointmentinformationonthetopandcallinformationonthebottom.TheYearandQuartercanbeselectedfrom
dropdownlistsandtabsineachsectionprovideaccesstothefollowinginformationrelatedto:
CompletedAppointmentsSummary
CompletedAppointmentsDetails
CompletedAppointmentsSummaryTable
CompletedCallsSummary
CompletedCallsDetails
CompletedCallsSummaryTable
Activity Summary Dashboard

TheActivitySummaryDashboardprovidesaquicklookattheOpenandClosedActivitiesfortheselecteduser,andcanbe
sortedbymonthandactivitytype.TheDashboardisdividedpiechartsinthetophalfbymonthandquarter.Thebottom
halfcontainsdetailsbymonthandactivitytypewithlinks.
OpenActivitiesbyUserSummaryChart
OpenActivitiesbyUserDetails
ClosedActivitiesbyUserSummaryChart
ClosedActivitiesbyUserDetails
Case Dashboard
TheCaseDashboardprovidesaquicklookatthecustomerserviceprocessesforthecurrentuser.Thetabsandan
associatedtableprovideaccesstothefollowinginformationrelatedto:
OpenCasesbyProduct
OpenCasesbyOwner
OverdueCases
OntimeCaseResolutionRate
ResolvedCases
Lead Dashboard
TheLeadDashboardisprimarilyusedbymarketingandsalesmanagementandexecutivestomeasuretheflowofnew
leads.TheGoldMineadministratorcanspecifywhichrecordsareusedforleadsbyselectingafiltertospecifythoserecords.
Thetabsandanassociatedtableprovideaccesstothefollowinginformationrelatedto:
LeadsbyOwner
NewLeadsbySource
NewLeadsWithoutActivities
ForecastedSales
ClosedSales
Management Dashboard
TheManagementDashboardprovidesaquicklookattheproductforecasts,userforecast,andopencases.Thetabsandan
associatedtableprovideaccesstothefollowinginformationrelatedto:
ForecastbyProduct
ForecastbyUser
OpenCasesbyProduct
70 Dashboards
GoldMine User Guide
Sales Dashboards
TheSalesDashboardsGroupismainlyusedtoviewforecasts,opportunities,andtodolistsrelatedtosale.
ForecastDashboard
OpportunityDashboard
SalesUserDashboard
Forecast Dashboard
TheForecastDashboardprovidesaquicklookatallopenandclosedsales.TheYearandQuartercanbeselectedfrom
dropdownlistsandtabsineachsectionprovideaccesstothefollowinginformationrelatedto:
PipelineViewforOpenSales
PipelineViewofClosedSales
OpenSalesbyUser
ClosedSalesbyUser
OpenSalesbyTerritory
ClosedSalesbyTerritory
Opportunity Dashboard
TheOpportunityDashboardprovidesaquicklookatopportunitiesbystagesanduser.TheYearandQuartercanbeselected
fromdropdownlistsandtabsineachsectionprovideaccesstothefollowinginformationrelatedto:
OpportunitiesbyStages
PipelineView
AllOpportunitiesbyUser
Sales User Dashboard

TheSalesUserDashboardisprimarilyusedbyenduserstoreviewtheirtodolists,calendar,inbox,andprogresstoward
salesobjectives(quota,forecast,closed).Tabsineachsectionprovideaccesstothefollowinginformationrelatedto:
Activities/Emails
Achievements
TheQuotaPeriodistherangeofdatescomprisingtheperiod.Bydefault,GoldMinedefinesaQuotaPeriodasonemonth,
buttheperiodcanbechangedintheQuotaProfiledialogbox.Tochangetheperiod,opentheGoTomenuandselect
Analysis>QuotaAnalysis.Formoreinformation,see"UsingQuotaAnalysis"onpage163.
IfyoucreateorupdateaQuotaAnalysisinGoldMine,thedatamightnotproperlyrefreshintheSalesUserDashboard.To
refreshthedataontheSalesUserDashboard,openGoldMineandselectGoto>Analysis>QuotaAnalysisfromthemenu.
ThenrightclicktheQuotaandselectRecalculatefromthecontextmenu.
GoldMine User Guide
Dashboards 71
72 Dashboards
GoldMine User Guide
Activities
Overview
Anactivityisatimespecificoreventbasedactionlinkedtoacontact.
Youcanschedule,view,andcompleteactivities.Activitiesscheduledforafuturedateandtimestoreasrecordsin
GoldMinesCalendar.Informationaboutcompletedcalls,appointmentskept,andmessagesreceivedtransfersfromthe
CalendarandtherelatedcontactsPendingtabtotheHistorytab,whereitstoresasacompletedactivityrecord.
Viewactivitiesforusers,foraparticulardate,orforacontact.UsetheCalendartoviewactivitiesbydate,theActivityListto
viewbyactivitytype,andthePendingtabonthecontactrecordtoviewthecontactsactivitiesforthecontact.
Eachactivityrecord,whetherstillpendingontheCalendarorcompletedinthehistoryfile,islinkedtoacontactrecord.
Connectingactivitiestocontactsestablishesarelationallinktotracktheprogressofcustomerrelationships.
View Window (Activities)

AfullynavigablebrowserofScheduledActivitiesappearsintheviewwindow.Browsetoanactivity,mailbox,occasion
listing,orholidaylistingtohighlightitinthemainwindow.
NOTE: SettingsintheShowmenuonthemainwindowoftheActivityListwilleffectwhatinformationis
availabletoview.
GoldMine User Guide
Activities 73
Benefits of Using Activities

Trackpendingactivities.Listactivitiesthatneedtobeperformed.Controlthescopeoftheselistings;theycanbedaily,
weekly,ormonthly.Viewactivitiespendingforacontactorviewonlythosecallsthatmustbemadeonaspecificday.
Alsoviewpendingactivitiesofotherusers.
Setupreminders.Remindyourselfaboutimportantactivities.AlarmscanbesetforactivitiesGoldMinesupports.
Recordanelectronicpapertrail.Whenactivitiesarecompleted,GoldMinemaintainsarecordofwhatwasdone,when
itwasdone,andbywhomprovidingpowerfulinformationforsubsequentfollowupwithcontacts.
Schedulemeetings.WhenyouractivitiesarescheduledinGoldMine,otherGoldMineuserscandeterminethetimes
youareavailableformeetings,conferencecalls,orappointments.
Delegate.UsetheCalendartoassignscheduledactivitiestoothersandtracktheirprogress.
Linkactivitieswithyourcontacts.Createlinkedactivitiesandunlinkedactivities.Linkedactivitiesassociatewitha
contactrecord.Bydefault,createdactivitieslinktotheactivecontactrecord.GoldMineupdatestheinformationona
linkedcontactrecordtoshowtheprogressoftheseactivities.Whenschedulinganactivitynotlinkedtoacontact,clear
theLinktoselectedcontactoptiontoremovetheactivecontactsnamefromtheContactfield.
Unlinkedactivitiesarenotconnectedtoanycontactandaregenerallyusedforincidentalevents.Werecommenduse
ofunlinkedactivitiesbelimited,sincemanyofGoldMinesfeatureswillnotoperatewhentheactivityisnotlinkedtoa
contactrecord.
Scheduling and Completing Activities

Activitiesaretimespecificoreventbasedactionslinkedtocontacts(calls,appointments,letters)orothertypesofactivities
(ToDotasksoreventsassignedtousers).GoldMineisdesignedtolinkcontactswithscheduledactivitieswhichletsyou
scheduletheactivityonyourcalendarandonthecontact'sPendingtab.Whenyoucompletetheactivity,itismovedtothe
contact'sHistorytab,creatingarecordofcommunicationandactivity.
NOTE: Anyuntimed(nostart/finishtime)activitiesinGoldMinearesynchronizedtothecurrenttimein
OutlookwhenusingtheGoldMinePlus!forMicrosoftWordadin.
About Scheduling Activities

Youcanscheduleactivitiesusingoneofthefollowingmethods:
TheCalendar
ThePendingTab
TheScheduleMenu
Activity Types
Youcanschedulethefollowingactivities:
Call
NextAction
Appointment
LiteratureRequest
74 Activities
ForecastedSale
OtherAction
ToDo
Event
GoldMine User Guide
Schedule Dialog Box

UsetheScheduledialogboxforCalls,NextActions,Appointments,OtherActions,andEventstoconfigure:
Detail.ScheduleActivitydetails.See"SchedulingActivityDetails"onpage76.
Users.Scheduleuserstotheactivity.See"SchedulingActivitiestoUsers"onpage77.
Resources.Companyresourcesyoucanscheduletotheactivity.See"SchedulingActivitieswithResources"onpage78.
Free/Busy.Availabletimeofthescheduledusers.See"SchedulingActivitiesBasedonAvailableTimes"onpage78.
Recurring.Scheduletheactivitytooccuronaregularbasis.See"SchedulingRecurringActivities"onpage79.
Series.Scheduletheactivitytoagroupofcontacts.See"SchedulingActivitiesBasedonSeries"onpage80.
NOTE: GoldAlarm.GoldAlarmcanrunandnotifyyouofscheduledactivitiesevenwhenGoldMineisnot
openonyourcomputer.See"AboutGoldAlarm"onpage88.
Scheduling Activities
Usethefollowingproceduretoscheduleallofyouractivities.
Youwillnoticethatwhenyouselectanactivity,theScheduledialogboxreflectsthatactivity.Ifyouscheduleacall,the
ScheduledialogboxtitleisScheduleaCall.Ifyouarescheduleanextaction,theScheduledialogboxtitleisSchedulea
NextAction.
To Schedule an Activity
Usethefollowingproceduretoscheduleanactivity.
1. SelectSchedule><(anactivity)>(suchasCall).
GoldMine User Guide
Activities 75
2. AttheSchedule<anactivity>dialogboxcompletethefollowingtabs.
Detail:ScheduleActivitydetails.See"SchedulingActivityDetails"onpage76
Users.:Scheduleuserstotheactivity.See"SchedulingActivitiestoUsers"onpage77
Resources.Selectfromcompanyresourcestoscheduletotheactivity.See"SchedulingActivitieswithResources"
onpage78.
Free/Busy:Viewtheavailabletimeofthescheduledusers.See"SchedulingActivitiesBasedonAvailableTimes"on
page78
Recurring:Scheduletheactivitytooccuronaregularbasis.See"SchedulingRecurringActivities"onpage79
Series:Scheduletheactivitytoagroupofcontacts.See"SchedulingActivitiesBasedonSeries"onpage80.
3. ClickScheduletocompleteschedulingtheactivity.
Scheduling Activity Details

UsethisproceduretoscheduleCalls,NextActions,Appointments,OtherActions,andEvents.
1. SelectSchedule><(anactivity)>(suchasCall).
2. AttheSchedule<(anactivity)>Detailtab,selecttheContact(s).ToscheduletheactivitytothecurrentContactandto
otherContacts,clicktheSearchbuttontotheleftoftheContactfield.Selectoneoption:
Selectanothercontactfromthisrecordlistsadditionalcontactsforthecontactrecord.
LookupanothercontactlaunchestheContactSearchCenter(see"SearchingforContactRecords"onpage208).
SelectmultiplecontactsopenstheContact(s)Selectiondialogbox(see"ToModifyContactsforaScheduled
Activity"onpage77)
SelectfilterorgroupopenstheSelectcontactFilter/Groupdialogbox.
NOTE: AppointmentsscheduledtoacontactfilterorgroupappeardifferentlyinGoldMineandOutlook.
InGoldMine,anentryappearsforeachcontact(returnedbythefilterorgroup)ontheGoldMine
Calendar.InOutlook,asingleentryappearsfortheappointmentontheOutlookCalendar,buttheSubject
lineoftheappointmentincludesthetext<username>,Multiplecontacts,where<username>isthe
nameoftheuserthatscheduledtheappointment.
CreateanewcontactopenstheNewRecorddialogbox(see"CreatingaNewContactRecord"onpage187).
3. Ifyouwanttomaintaintheconnectionbetweentheactivityandthecontact,checktheLinktoselectedcontactbox.
Clearingthisoptionremovesthecontactsnamefromthecontacttextboxanddoesnotlinktoanycontact.
4. IntheReferencefield,typeareferencelineorselectanentryfromtheF2Lookuplist.
5. IntheNotesfield,typerelatednotes.
Enhancedtextoptionssuchasbold,italics,underline,fontcolor,andspellcheckerareallowed.
TIP:TochangesettingsintheGM.inifiletodisplayallactivityNotesassimpletextratherthanHTML,in
the[GoldMine]sectiontypeHTML_Cal_Notes=0todisabletheHTMLNotes,orcontactyoursystem
administrator.
6. IntheOptionsarea,configure:
Activitychangesthetypeofactivitytoschedulewithoutrestartingtheprocess.
CodeidentifiestheactivityfromtheF2Lookuplist.
Colorspecifiestheactivitycolor.
Opportunity/Projectspecifiestheopportunityorproject.ClickNewtocreateone.
7. InthePrimaryUserarea,selecttheuserorusergrouptoassigntheactivitytointhedropdownlist.
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8. IntheTimearea,configure:
Date.DateoftheactivityusingtheF2graphicalcalendar.
Time.TimetheactivitystartsusingtheF2graphicalclock.
Duration.SelectaDurationincrementofMin(minutes)orHr(hours)intherighthanddropdownlist,thentypeor
selectthetimeinthelefthandboxusingtheupanddownarrows.
Alarm.SelectAlarmtoenablenotificationbeforethetimeoftheactivity.Thetimethealarmsoundsdefaultsto10
minutesbeforetheactivity.UsetheF2Lookupgraphicalclockandcalendartosetthealarm'stimeanddate.
NOTE: WhenGoldMineisintegratedwithOutlook,theOutlookreminderwillbeturnedofffora
GoldMineactivityretrievedwithanalarmtimethatislaterthanitsstartingtime.
9. IntheActionsarea,select:
NotifyviaEmailsendsanemailmessagetotheuseroruserstheactivityisscheduledfororwhenthescheduled
activityischanged.
AutogenerateRSVPnotifiesyouwhentheassigneduseroruserscompletetheactivity.
MarkasPrivatemakestheactivityreadableonlybythecreatinguser.Itismarked(Private)inthecontactsPending
tab.
Sendarequestwiththeactivitytosendsanemailnoticeoftheactivitytothecontacts,users,orboth.
10. ClickScheduletosaveandclosethedialogbox.
To Modify Contacts for a Scheduled Activity

WhileSchedulingActivityDetails(seepage76),youcanclicktheDetailstaboftheSchedule<anActivity>dialogboxto
add,remove,orchangetheContactsforascheduledactivity.
1. OntheSchedule<anActivity>dialogbox,clicktheDetailtab.
2. ToChangethePrimaryContact:
ClicktheSearchbuttonandselectLookupanothercontactfromthemenu.Then,searchforaContactinthe
ContactSearchCenter
3. ToAddaContact:
ClicktheSearchbuttonandselectSelectmultiplecontactsfromthemenu.TheContactSearchCenteropens.Click
theNewbuttonandsearchforaContactintheContactSearchCenter.
4. ToRemoveaContact:
ClicktheSearchbuttonandselectSelectmultiplecontactsfromthemenu.Then,selecttheContactfromthelist
andclickRemove.ClickRemoveAlltoremoveallContactsfromtheactivity.
5. ClickOKtosaveandcontinue.
Scheduling Activities to Users

SelecttheUserstabtodelegatethescheduledactivitytoselectedusersorusergroups.
NOTE: IfmultipleusersarescheduledforanActivity,theymustbeconfiguredtousedthesameemail
service(GoldMineorOutlook).FrontRangedoesnotsupportsimultaneousworkofOutlookandGoldMine
mailcenters.
Usethefollowingproceduretoscheduleanactivitytousers.
1. Withthecontactforwhichyouwanttoscheduletheactivityopen,selectSchedule.
SelectoneoftheScheduleoptions.TheSchedule<activitytype>dialogboxopens.
2. ClicktheUserstab.
3. TochangethePrimaryUser,selectauserinthedropdownlist.
4. Toselectmoreusers,highlighttheuserintheUserListboxandclickSelect.TheusernamedisplaysintheSelected
Usersbox.Repeatasnecessary.
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5. Toselectusergroups,highlighttheusergroupintheUserGroupListboxandclickSelect.Themembersofthegroup
displayintheSelectedUsersbox.Repeatasnecessary.
6. IntheActionsarea,select:
DelegatetoUser(s)tonotifyuserswithacarboncopy(CarbonCopy:usedinemailmessages,memos,andletters)
ofthescheduledactivity
SendBcc:EmailUser(s)tonotifyuserswithablindcarboncopy(BlindCarbonCopy:Acopyofamessage,usually
email,senttoarecipientthatthemainrecipientscannotsee.)ofthescheduledactivity.
SendarequestwiththedelegationtoandselectUser(s),Contact(s),orBothUser(s)&Contact(s).
7. ClickScheduletosaveandclosethedialogbox,orclicktheResourcestabtoscheduleresources.
Scheduling Activities with Resources

Whenschedulingactivities,youcanalsoschedulecompanyresources.
Usethefollowingproceduretoscheduleanactivitywithresources.
1. IntheSchedule<anactivity>dialogbox,clicktheResourcestab.
2. DoubleclickaresourceintheResourceListbox.
TheresourceismovedtotheSelectedResourcesbox.
NOTE: FormoreinformationaboutResources,see"ManagingResources"onpage111.
Scheduling Activities Based on Available Times

Beforeschedulingameetingformultipleparticipants,determineatimewhenallparticipantsareavailable.Before
GoldMinecanscantheparticipantsCalendarstodeterminetheiravailability,specifyattendeesandresources.
AllpotentialattendeesmustmaintaintheirdailyschedulesinGoldMineandthecontact'sfree/busytimesmustbe
configuredinGoldMine.Afterselectingthemeetingtime,GoldMineschedulesthemeetingandinformsparticipants.
Usethefollowingproceduretoscheduleanactivitybasedonavailabletimes
1. IntheSchedule<activitytype>dialogbox,clicktheFree/Busytab.
Thebusytimepanedisplaysavailabilityofselectedusers,resources,andthecontact.
2. ClickOptionstospecifywhattypesofappointmentsarescannedandyourdisplayoptions.IntheDisplayarea:
IfyouselectedShowContacts,thecontactaddstothedisplay.
IftheInternetfree/busyinformationisnotconfiguredorthecontactdoesnotpublishhisorherfree/busy
information,thecontact'sbusytimedisplaysthemessage:InternetFree/Busyinformationisnotavailable,click
hereforhelp.
UsetheAddFree/BusyURLdialogboxtoaddtheURLwherethecontact'sfree/busytimeispublished.TheURLyou
addinthedialogboxisaddedtothecontact'sEdit>RecordProperties>ContactDetails>Free/Busytab.
3. TheScanSettingsareainitiallydisplaysaStartDate,EndDate,andDuration.Thevaluesinthesefieldsdefaulttothe
valuesspecifiedontheDetailtab.
Toexpandthebusytimedisplay,clickonthearrowtodisplaytheF2graphicalcalendarandselectnewbeginningand
endingdatesandclickandthenclickRefresh.
4. Tolookforacompatibletime,clickFindTimescanoption,
SelectdatesandtheactivitydurationandclickFindTime.
ScanSettingschangestodisplaythedatebeingscannedandthetime.GoldMinescansforatimebasedonthe
durationoftheactivity.TheDurationdefaultstothedurationspecifiedontheDetailtabbutcanbemodifiedon
theFree/Busytabintosuccessfullyscheduleanactivity.
5. SelectanothertaborclickScheduletoaddtheactivitytothecalendar.
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Scheduling Recurring Activities

Schedulerecurringactivitiesbasedonanyintervaloftime;forexample,scheduleaweeklysalesmeetingforthenext3
months,anappointmentonthesamedayeachweekoverthenext12weeks,oraremindertosendimportantclientsa
birthdaycardtheweekbeforetheirbirthdayeachyear.
Recurringactivitiescanschedulefollowupcallsoranytypeofrepeatingtasks.Theycontainthesameinformationasa
nonrecurringactivity,includingalarmsandnotes.
IMPORTANTCONSIDERATIONS
Outlookdoesnotsupportweekdaysonly(SkipWeekend)optionforYearlyandMonthlyrecurrence.TheSkip
Weekendsoptionisavailableonlyfordailyrecurrence.
Outlookdoesnotsupporthourlyrecurrence.
TheHourlyschedulingoptionisunavailablewhenschedulingforecastedsales.
SettingsdefinedintheAdvancedRecurrencedialogboxoverridesettingsdefinedintheRecurringtaboftheSchedule
dialogbox.Forexample,iftheFixedFrequencyisdefinedasDailyintheRecurringtab,yetyouselectMonthlyinthe
AdvancedRecurrencedialogbox,theMonthlyselectionfromtheAdvancedRecurrencedialogboxoverridestheDaily
selectioninRecurringtab.
GoldMineandMicrosoftOutlookdonotrecognizerecurringactivitieswhencreatedintheotherapplication.For
example,ifauserschedulesarecurringactivityinOutlook,thensynchronizestoGoldMine,GoldMinecreateseach
activitybutdoesnotlinkthemasinstancesofaseries.
IfaGoldMineuserchangesordeletesoneinstanceoftheseries,GoldMinedoesnotprompttheusertochangeall
membersoftherecurringactivity.ThesameresponseoccursinOutlookforrecurringactivitiesoriginallyscheduledin
GoldMine.
To Schedule a Recurring Activity

NOTE: TheavailabilityofsomeoptionsdependonthetypeofActivityselected.Forexample,AnEvent
doesnotallowtheHourlyoccurrence.
1. ScheduleanActivity(Call,NextAction,Appointment,Event,ForecastedSale,orOtherAction).
2. IntheSchedule<anActivity>dialogbox,clicktheRecurringtab.
3. IntheDateRangearea,setthestartdateandtime:
Startdate:Firstdatetoscheduletherecurringactivity.Whentherecurringactivityisweeklyorbiweekly,theday
4.
5.
6.
7.
oftheweekthisdatefallsonisthedayoftheweekallsubsequentactivitiesfallon.
Starttime:Thestartingtimetotheactivity.
IntheDateRangearea,settheenddateandtime:
Enddate:Lastdatetoschedulearecurringactivity.GoldMineonlyschedulesanactivityonthisdateifitfallsonthe
correctdayasdeterminedbytheschedulefrequency.GoldMinedoesnotscheduleactivitiesafterthisdate.The
EndtimefieldisonlyavailablewhentheHourlyoptionisselectedintheOccursarea.
Endafter:Thisoptionallowsyoutoselectthenumberofoccurrencesoftheactivitybeforeendingtherecurrence.
Noenddate:Checkthisoptionifthereisnoenddatetotheactivityrecurrence.
IntheOccursarea,selectanoptionandthencompletetherespectiveoptionsintheareatotheright.
TheRemoveRecurrencebuttonresetsandclearsallrecurrencesettingsfortheactivity.
ClickScheduletosaveandclosethedialogbox.
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Scheduling Activities Based on Series

Ifyouwanttoscheduleaseriesofactivitieswithindividualcontactsforanactivity,followthestepsbelow.
NOTE: Youmustselectacontact,multiplecontacts,oracontractfilter/groupbeforeschedulingaseries
ofactivities.
1. ScheduleanActivity(see"SchedulingActivities"onpage75).
2. AfterSchedulingActivityDetails(seepage76),clicktheSeriestab.
3. Setthefollowoptions:
Scheduletheactivityatthesametimeforallselectedcontactsschedulesthesameactivityatthesametime.
Scheduleaseriesofactivitieswithdifferenttimesfordifferentcontactsschedulesaseriesofactivitiesfor
differentcontacts.
4. IfyouselecttheScheduleaseriesofactivitieswithdifferenttimesfordifferentcontacts,youmustcompletethe
followingfields:
Time
StartDate:Enterthedateorselectthestartdatefromthecalendar.
Dailystarttime:Enterthestarttimeorselectatimefromthedropdownlist.
DailyEndtime:Entertheendtimeorselectatimefromthedropdownlist.
Skipweekends:Checkthisoptiontoscheduleactivitiestorunonlyonweekdays(MondaythroughFriday)
Setactivitystarttimesby(pickoneoption)
Maximumactivitiesperday:Enterthenumberofactivitiestoscheduleperday.
Activityduration:Enterthelengthoftheactivityinhoursorminutes.
Wrapuptimeaftereachactivity:Entertheamountoftimebetweentheendofoneactivityandthestartofthenextin
theseries(lagtime)
Editing an Existing Activity

IfyouneedtochangeanyofthedetailsofanexistingActivity,suchasanAppointmentorCall,followtheprocedurelist
below.
1. LocatetheActivitylistedwithaContactorUser,thenrightclickandselectEditfromthemenu.
2. Makeanyrequiredchanges.Iftherearemultipletabs,associatedwiththeActivity,browsethetabsandmakethe
requiredchangesaswell.
3. ClickOKtosavethechangesfortheActivity.
Fordetailsinstructions,refertothetopicSchedulingActivities(seepage75)andfollowthelinktothedesiredsubtopic.
Deleting an Activity
IfyouneedtodeleteanyexistingActivity,followtheprocedurelistbelow.
1. LocatetheActivitylistedwithaContactorUser.
2. SelecttheActivity,thenrightclickandselectDeletefromthecontextmenu.
3. ClickYestodeletetheactivity,orNotoabort.
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To Delete an Activity with Multiple Contacts

IfyouareattemptingtodeleteanActivitythatislinkedtomultiplecontacts,adialogboxappearswithtwooptions.
1. Selectoneofthefollowoptionstodeletetheactivity:
Removecontact<name>fromtheactivitydeletesonlythecurrentuserlistedfromtheActivity,butleavesthe
ActivityforotherContacts.
DeletetheactivityforallcontactsdeletestheactivityforallContactswhicharelinkedtotheActivity.
2. ClickOKtodeletethemultipleActivity,orclickCanceltoabort.
Responding to GoldMine Alarms

Afterschedulinganactivitywithanalarm,theGoldMineAlarmdialogboxortaskbarnotificationappearsatthespecified
timebeforetheactivity.ConfigurealarmsettingsintheUserPreferencesAlarmstab.
1. DoubleclickthealarmiconandtheGoldMineAlarmdialogboxappears.IfyouconfiguredtheAlarmstodisplaythe
popupalarm,theGoldMineAlarmdialogboxappears,displaying:
Contact:Contacttheactivityisscheduledfor.
Subject:ReferenceinformationfromtheScheduleanactivitydialogbox.
Time:Scheduledtimefortheactivity.
Activity:Activitytype.
Phone:Contact'sphonenumber.
2. TorespondtotheGoldMineAlarm,selectfrom:
Notes:Expandsthedialogboxtodisplaythenotesassociatedwiththeactivity.
SuspendAlarms:TurnsoffallalarmsforthedurationofyourcurrentGoldMinesession.Toreactivatethealarms,
logoutandlogbackin.
ViewContact:DisplaysthecontacttheactivityisscheduledforandclosestheGoldMineAlarmdialogbox.
Complete:CompletestheactivityandfilesitontheHistorytab.
OFF:Turnsthealarmoffforthisscheduledactivity.
Snooze:LaunchestheSnoozeAlarmdialogbox;selecthowlongtowaitforthenextreminder.
Ignore:Snoozesthealarmforoneminute.
Delete:DeletesthescheduledactivityandclosestheGoldMineAlarmdialogbox.
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Activities 81
Auto-Updating Activities
CompleteordeleteactivitiesforauserwhileworkingintheActivityList,theOpportunitytab,ProjectPendingtab,orthe
contact'sPendingtab.AutoUpdateisavailableonthesespecifictabsintheActivitiesList.
Open
Todo
Alarmed
Others
Calls
Actions
Appts
Forecasts
Events
Usethefollowingproceduretoautoupdateanactivity.
1. AttheActivityListorthePendingtab,rightclickinthetabandselectOptions>AutoUpdate.
2. AttheAutoUpdateActivitiesdialogbox,selectoneofthefollowingoptions:
CompleteALLoftheActivitiescurrentlydisplayed.Completesactivitiesinthecurrenttabandupdatesthe
specifiedResultandSuccess.
CompleteselectedActivityType(s)Only.CompletesactivitiesselectedintheActivityTypearea,thespecifiedDate
range,andupdateswithspecifiedResultandSuccess.
IntheActivityTypesarea,selecttheoptionstoprocess:
Appointments.Scheduledappointments.
Calls.Scheduledcalls.
NextActions.Schedulednextactions.
Others.Scheduledotheractivities.
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GoldMine User Guide
Events.Scheduledevents.
ForecastedSales.Scheduledsales.
Todos.Associatedtodoactivities.
Lit.Requests.Scheduledliteraturerequests.
Emails(GoldMine).PendingGoldMineemailmessages.
Emails(Internet).PendingemailmessagesfortheInternet.
DeleteALLoftheActivitiescurrentlydisplayed.Deletesactivitiesinthecurrenttab.
DeleteselectedActivityType(s)Only.DeletesactivitiesselectedintheActivityTypeareabasedonthe
specifiedDaterange.
3. Specifyaresultcodeandsuccesslevelforcompletedactivities.
TypearesultcodeintheResultfield.
SelectSuccessfulorUnsuccessfulfromtheSuccessdropdownlist.
4. IfyouselectedCompleteorDeleteselectedActivityType(s)Only,selectDaterange,thenFromandTodatesusingthe
F2graphicalcalendar.
5. ClickOK.
Scheduling Literature Requests

LiteratureoptionsmustbeconfiguredintheLiteratureFulfillmentCenterbeforeyoucanaddthemasascheduledactivity.
FormoreinformationontheLiteratureFulfillmentCenter,see"AbouttheLiteratureFulfillmentCenter"onpage147.
Refertothefollowingexamplewhenfollowingtheproceduretoschedulealiteraturerequest.
Example:Schedulealiteraturerequesttoremindtheusertosendliteratureandacoverlettertocontactsonaparticular
day.
1. SelectSchedule>LiteratureRequest,orActions>SendLiteratureRequesttoContacts.
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Activities 83
2. AttheScheduleaLiteratureRequestdialogbox,clicktheDetailtab.
3. ClicktheContactdropdownarrowtoselectfromadditionalcontactsorclicktherightfacingarrowtolaunchthe
ContactSearchCenterandsearchforanewcontact.
4. AttheCoverLetterdropdownlist,selectacoverletter.
TheusernamedisplayedintheUserfielddeterminesthetemplatesdisplayedintheCoverLettertextbox.Select
(public)toseeallthetemplateswithanownerof(public).
Ifyoudonotneedacoversheetforyourrequest,skipthisstep.
NOTE: TheCoverLetterandUserfieldsarelinkedtotheDocumentManagementCenter.
5. AttheLiteratureListdropdownlist,selecttheliteraturetype.
TheitemsincludedinthelistdisplayinthetextwindowbelowtheLiteratureList.
6. Toscheduletheliteraturerequesttoaparticularuser,selecttheuserintheAssignedtodropdownlist.
Therequestappearsontheassigneduser'scalendar.
7. AttheCodefield,selectthecodeintheF2Lookuplisttocategorizetherequest.
Theactivitycodecanbeusedtoanalyzespecificcompletedactivities.
8. AttheSendDatefield,selectasenddateusingtheF2Lookupgraphicalcalendar.
9. SelecttheAlarmforGoldMinecheckboxtoalerttheassigneduseroftheactivitybeforethescheduledtime.
10. SelecttheRSVPcheckboxtobenotifiedwhentheassignedusercompletestheactivity.
11. AttheSpecialInstructionsfield,typeanyinstructionstotheassigneduser.
12. AttheOpportunity/Projectfield,selectanopportunity/projectoassociatetheliteraturerequestwithaparticular
opportunityorprojectorclickNewtocreateanewopportunityorproject.
13. ClickScheduletocompletetheprocess,orselecttheSeriestabtoassigntheliteraturerequesttoagroupofcontacts.
14. FortheproceduretocompletetheSeriestabsee"SchedulingActivitiesBasedonSeries"onpage80.
Scheduling Forecasted Sales

Aforecastedsaleisanestimatetorecordtheanticipatedclosedateofapendingsalewithoneofyourcontacts.Forecasted
salesaredifferentfromotheractivitiesbecausetheyincludeaproductorservice,ananticipatedsaleamount,andthe
probabilityofthesaleclosing.
Formoreinformationonschedulingforecastedsales,see"SchedulingForecastedSales"onpage158.
About Completing Activities

UsetheCompletemenutorecordanyactivityyoucomplete,whetherscheduledorunscheduled.Forexample,ifacontact
callsunexpectedly,makeanotationinthehistoryfile,eventhoughacallwasunscheduled.Inthissituation,selectthetype
ofactivitytocompletefromtheCompletemenu.
Aftercompletingascheduledactivity,theCalendarrecordisremovedandarecordispostedtothelinkedcontactshistory
fileindicatingwhatwasaccomplished.
Completeascheduledactivityfrom:
TheContactrecordsPendingtab
AnActivityList'stabs
TheCalendar
TheCompletemenu
ScheduledCalls
UnscheduledCalls
Message
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GoldMine User Guide
NextAction
Appointment
Sale
OtherAction
Event
Todo
Correspondence
Letter/Memo
LiteratureRequest
PendingActivities
To Configure the Calendar to Display Completed Activities

1. Rightclicktodisplaythelocalmenu,thenselectActivities,orclicktheSelectActivitiesbutton.
2. TheSelectActivitiestoViewdialogboxappears.
3. IntheCompletedActivitiescolumn,selecteachactivitytypetodisplay.
Completing Activities
Completeascheduledorunscheduledactivitysuchasacall,unscheduledcalls,message,nextactionandsoon.
Usethefollowingproceduretocompleteascheduledactivity(suchasacall).
1. AccesstheCompletemenubyoneofthesemethods:
SelectingComplete><anactivity>fromthetoolbar.
Atthecontact'sPendingtab,theActivityList,ortheCalendar,selectthecontactrecord,thenrightclickonthe
recordandthenselectComplete.
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Activities 85
2. AttheCompleteActivityfor<company>dialogbox,attheScheduledCallarea,rightclickonthecontactrecordyou
want.
3. AttheCompletethe<anactivity>dialogbox,selectandcompletethefollowing:
Contact.Thecontactrecordnameifthedefault.Ifyouwanttoselectanotheruser,clickthedownarrowandselect
fromthelistofusers.
Activity.Selectthetypeofactivityyouarecompletingforthisscheduledcall,forexampleCallBack,Callin,Event,
andsoon.
User.Selecttheusercompletingthecall.
Private.Clickthischeckboxifthecompletedactivitywillbeavailableonlytotheselecteduser.
Reference.Typeinorselectthereference.
Opportunity/Project.Selecttheassociatedopportunityand/orprojectinthedropdownlist.ClickNewtocreatea
newopportunity
OrCase.Ifyouareselectingacaseinsteadofanopportunity/project,selectthecasenumber.ClickNewtocreatea
newcase.
Code.TypeorselectthecodefromtheF2Lookuplist.Thisisthecodetocategorizethecompletedcallsby.
Result.TypeorselecttheresultcodefromtheF2Lookuplist.Thisisacompletioncodetocategorizetheoutcome
ofcallsby.
Youcanuseresultcodestoanalyzespecificcompletedactivities.Forexample,enterSDMastheresultcode
wheneveryousendoutademoorsample.
Date.SelectthecompletiondatebyclickingthedownarrowandselectingthedateintheF2graphicalcalendar.
Time.SelectthecompletiontimebyclickingthedownarrowandselectingthetimeintheF2graphicalclock.
Duration.TypeorselectthedurationoftheactivityintheF2Lookuplist.
Success.SelectSuccessfulorUnsuccessfuldependingontheoutcomeafterthecall.
Notes.Typeanynotesaboutthiscallinthetextarea.typeorappendaddednotes.
Toseethetoolbar,clickinsidethebox.
ScheduleaFollowup.Selectthischeckboxandthenselectthetypeoffollowup,forexample,Call,Appoint.Next
Action,andsoon.
4. ClickOKtoreturntotheCompleteaCalldialogbox.
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To Complete Multiple Activities

WhencompletingactivitiesonthePendingtabandthereismorethanoneactivityfortheactivitytypeyouselected,the
CompleteActivityforcontactdialogboxappears.
ScheduledActivity
SelecttheactivityintheScheduledActivitylistandclickOK,orSelectComplete>PendingActivities.TheCompletean
activitydialogboxappearsfortheselectedactivitytype.CompletetheactivitybasedontheActivitytype.
UnscheduledActivity
SelectanactivityintheUnscheduledActivityareaandclickOK.TheappropriateCompleteanactivitydialogbox
appears.
Completing Letters and Memos

Youcanusethisproceduretocompletealetterormemoonacontact'sPendingtab,theActivityList,theCalendar,orthe
Completemenu.
Usethefollowingproceduretocompletealetterormemo.
1. Highlightthedocument,rightclick,andthenselectComplete.
or
SelectComplete>Correspondence>Letter/Memo.
2. AttheCompleteaFormdialogbox,clicktheContactdropdownarrowtoselectfromadditionalcontactsorclickthe
3.
4.
5.
6.
7.
8.
rightfacingarrowtolaunchtheContactSearchCenterandsearchforanewcontact.
IntheActivitydropdownlist,selectthetypeofactivityyouarecompletingforthiscorrespondence.
AttheUserfield,selecttheusercompletingthecorrespondence.
SelectPrivateifthedocumentwillbeavailableonlytotheselecteduser.
TypeorselecttheReference.
SelecttheassociatedOpportunity/Projectinthedropdownlist.
TypeorselecttheCodefromtheF2Lookuplist.
Thisisthecodebywhichyoucategorizethecorrespondence.
9. TypeorselecttheResultcodefromtheF2Lookuplist.Thisisacompletioncodebywhichtocategorizetheoutcomeof
thecorrespondence.
NOTE: Youcanuseresultcodestoanalyzespecificcompletedactivities.Forexample,enterSDMasthe
resultcodewheneveryousendoutademoorsample.
10. SelectthecompletionDateintheF2graphicalcalendar.
11. SelecttheTimeintheF2graphicalclock.
12. TypeorselecttheDurationintheF2Lookuplist.
13. ntheSuccessdropdownlist,selectSuccessfulorUnsuccessful.
14. IntheNotesfield,typeorappendaddednotes.
15. SelectScheduleaFollowupandthetypeoffollowup,Call,Appt.,NextAction,andsoon,inthedropdownlistand
thenclickOK.
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About GoldAlarm
TheGoldAlarmrunsthealarmoptionsinGoldMineevenwhenyouarenotloggedintotheapplication.Whenschedulingan
activity,youcanselecttheAlarmoption.
ConfigurealarmsettingsbycompletingtheUserPreferences>Alarmtabtopopupawindoworpostthealarmonthe
taskbar.
PlaceGoldAlarmicononmydesktop.LetsyouruntheGoldAlarm.exe.TheGoldAlarmmonitorsalarmedactivitiesand
notifiesyouevenwhenGoldMineisclosed.
RunGoldAlarmwhenWindowsstarts.RunstheGoldAlarm.exewhenWindowsstarts.
WhenGoldAlarmisrunningyouseeataskbarnoticeifanactivityisdueandaGoldMineiconintheSystemTray.
Taskbar notification of GoldAlarm
GoldAlarm in the System Tray
About the Activity List

TheActivityListdisplaysactivitiesrelatedtoaGoldMineuser.Useittoviewandmodifyyourownactivitiesandviewand
modifyscheduledactivities,completedactivities,andemailforotherGoldMineusers.
TheActivityListcontainstwosections:theToolbar("ActivityListToolbar"onpage88)andtheMainWindow("ActivityList
MainWindow"onpage89).
To Open the Activities List

1. SelectGoTo>Activities,orclicktheActivitiesbuttonintheNavigationPane.TheActivityListappears.
2. BrowsetheActivityListusingthebrowserintheNavigationPaneViewWindow.
FoldersincludeOpenActivities,ClosedActivities,andEmail.OccasionandHolidayschedulingwindowsarealso
included.
3. Browsetothedesiredactivitytype,mailbox,orschedulingwindowtopopulatethetableinthemainwindow.
4. UsesettingsintheActivityListtoolbartofurthernarrowyourselection.
Holidays.ListholidaysselectedintheCalendartabofyourUserPreferences("ToConfiguretheCalendarOptions
HolidaysSettings"onpage30).
Occasions.ListspecialdatesdefinedinyourCalendar("AddingorEditingOccasions"onpage100).
Activity List Toolbar

WhenyouclickontheActivityListtab,theActivityListtoolbarappearswiththefollowingtools.
Schedulebutton.Thisbuttonallowsyoutoscheduleyouractivity.Clickonthedownarrowandselectthetypeofaction
youwant.Forexample,ifyouwanttoscheduleacall,selectCall,ortoscheduleanappointment,selectAppointment.
Acorrespondingpopupwindowwhereyoucanselectschedulingoptionsappearsforeachselection.
Showbutton.Thisbuttonallowsyoutoselectthelistofactivitiesyouwanttoview.Forexample,youcanseeall
activities,oractivitiesforTodayorThisWeekorThisMonth.Clickonthedownarrowtoselectaview.Toseeactivities
withinadaterange,selectDateRangeandatthepopupwindow,selectthedates.
Userbutton.Thisbuttonletsyouviewactivitiesforauserorfortheusersonamasterlist.Clickthedownarrowto
selectaUserorMaster.
Linkbutton.Thisbuttonallowsyoutolinkanactivitytoauser,rolloveranactivitytoanotherUserorautomatically
updateseveralactivitiesatonetime.ClickthedownarrowbuttontoselectLink,RolloverorAutoUpdate.Select
OutputtosendtheActivitiesListoutputtoaprinter,MicrosoftWord,orMicrosoftExcel.Acorrespondingpopup
windowwhereyoucanselectyourlinkorrolloveroptionsappearsforeachselection.
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Editbutton.Thisbuttonallowsyoutoeditanactivity.Forexample,youcanchangetheActivity,ortheUser,orthe
scheduledDateandTimeoftheactivity.SelectanactivityandthenclicktheEditbutton.Apopupwindowwhereyou
canedityouractivityappears.
Completebutton.Thisbuttonallowsyoutoviewand/oreditacompletedtask.Forexample,youmightcompleteasale
butyouwanttoScheduleaFollowupphonecall,oraddNotestotheactivity.SelecttheactivityandclicktheComplete
button.Apopupwindowwhereyoucanaddoredityouractivityappears.
Activity List Main Window

TheActivityListMainWindowcontainsthreepanes:
Tablepanel.Atablepanedisplayingactivities,whichcanbesortedandfilteredbyanyofitsfivecolumns.Usethedrop
downmenuattheheadofeachcolumntoselectsortcriteria,orselectcustomtoopentheCustomAutofilterdialogfor
theselectedcolumn.
Summarypanel.AsummarypaneatthebottomleftoftheActivityListMainWindowdisplaysCreation,Updated,
Contact,Company,Phone,andExtensionfieldsfortheselectedactivity.
Referencepanel.AreferencepaneatthebottomrightoftheActivityListMainWindowdisplaysReferenceandNotes
fieldsfortheselectedactivity.
Activity List Options Sub-Menu

TheActivityListOptionssubmenuconsistsofthefollowing:
DateRange.Displaysadaterangesubmenu.SpecifytherangeofdatestodisplayactivitiesforintheActivityList.See
"ActivityListDateRangeDialog"onpage90.
User.DisplaystheSelectaUserdialogbox.SelectaGoldMineuser'sactivitiestoview.
Activities.DisplaystheSelectActivitiestoViewdialogboxtodisplayactivitytypes.Bydefault,displayallscheduled
activitytypesexceptopportunitiesandprojects.NotavailablefortheActionstab(onlyNextActions).
View.Displaysoptions.
DetailedView.DisplaysthedetailsoftheselectedactivitydisplayinthelowerportionoftheActivityList.
SyncContact.DisplaysthecontactlinkedtotheselectedactivityintheActivityList.
ShowContact.DisplaysthenameofthecontactintheContactcolumnofthebrowsewindow.
ShowCompany.DisplaysthenameofthecompanyintheContactcolumnofthebrowsewindow.
Link.DisplaysthelinksaselectedactivitytotheactiveRecord.
Rollover.DisplaystheRolloverALLdisplayedactivitiesdialogbox.Forwardactivitiestoanotheruserand/oranother
date.
AutoUpdate.DisplaystheAutoUpdateActivitiesdialogbox.Completeordeletemultipleactivitiesforaselecteduser.
Thisoptionisavailableonlyonselectedactivitytabs.
Filter.ActivityFilterdialogbox.Defineconditionsforselectingactivityrecordstodisplay.
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Activities 89
Activity List Date Range Dialog

TheActivityListdisplaysactivitiesforalldatesbydefault;toselectfromabroadrangeofdates,selectanoptionfromthe
DateRangedialog.
AllDate.Displaysallactivitieswithoutregardfordate.
DateRange.OpenstheActivityDateRangedialogbox.Optionsaresimilartothemenuitems.
TodayandPrior.Today'sactivitiesandpastactivities.
Yesterday.Yesterday'sactivities.
Today.Today'sactivities.
Tomorrow.Tomorrow'sactivities.
DayAfter.Dayaftertomorrow'sactivities.
ThisWeek.Thisweek'sactivities.
NextWeek.Nextweek'sactivities.
LastWeek.Lastweek'sactivities.
ThisMonth.Thismonth'sactivities.
NextMonth.Nextmonth'sactivities.
LastMonth.Lastmonth'sactivities.
ThisYear.Thisyear'sactivities.
Next7Days.Activitiesscheduledforthenextsevendays.
Past7Days.Activitiesscheduledforthelastsevendays.
30DayWindow.Displaysthecurrent30days.
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Using the Activity List

TheActivityListdisplaysactivitiesasacategorizedlist.Controlactionstoperformonactivitiesthroughthelocalmenus.
NOTE: IfyouhaveafilteractivatedintheActivityList;thefilterhastobereleaseandthenreactivatedto
viewupdateddata.
Usethefollowingproceduretousetheactivitylist.
1. SelectGoTo>Activities,orselectActivitiesfromtheNavigationPane.TheActivityListappears.
2. SelectanactivityfromtheViewWindow(see"ViewWindow:ActivityList"onpage92)orthebrowserinthe
NavigationPane(see"NavigationPane"onpage33.)Theactivitiesare:
OpenActivities:Expandfolderandselectfromthefollowing
Actions:DisplayopenActionsforthisuser
Appts:DisplayopenAppointmentsforthisuser
Calls:DisplayopenCallsforthisuser
Events:DisplayopenEventsforthisuser
Forecasts:DisplayopenForecastedSalesforthisuser
Others:DisplayopenOtherActionsforthisuser
Todo:DisplayopenTodosforthisuser
Opp/ProjTasks:DisplayopenOpportunityandProjecttasksforthis
user
Alarmed:DisplayallactivitieswithAlarmsscheduledforthisuser
ClosedActivities:Expandfolderandselectfromthefollowing
Actions:DisplayclosedActionsforthisuser
Appts:DisplayclosedAppointmentsforthisuser
Calls:DisplayclosedCallsforthisuser
Events:DisplayclosedEventsforthisuser
Forecasts:DisplayclosedForecastedSalesforthisuser
Others:DisplayclosedOtherActionsforthisuser
Todo:DisplayclosedTodosforthisuser
Opp/ProjTasks:DisplayclosedOpportunityandProjecttasksforthis
user
RealTime:Displayachronologicallistingofactivitiesforthisuser
Email:ExpandFolderandselectfromthefollowing
Inbox:DisplaymessagesintheinboxoftheEmailCenter
Outbox:DisplaymessagesintheoutboxoftheEmailCenter
Filed:DisplaymessagesthathavebeenpreviouslyfiledintheEmail
Center
Occasions:DisplayOccasionssetinyourCalendar
Holidays:DisplayHolidayssetinyourCalendarUserPreferences
NOTE: Realtimefoldershowshistoryitemsthatwereupdatedwithintheselecteddaterange.Itisnot
basedonthecompletiondatefortheactivity.
Toperformanaction,suchascompletingacallorreplyingtoanemail,rightclickonanactivityintheActivityList
Mainwindowandthenselecttheactionfromthelocalmenu.
Toreversethesortorderoftheactivitiesonthescreen,clickonthecolumntitle(theexceptionistheContact
column).
3. ClickXtoclosethewindow.
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Activities 91
View Window: Activity List

AfullynavigablebrowserofScheduledActivitiesappearsintheviewwindow.Browsetoanactivity,mailbox,occasion
listing,orholidaylistingtohighlightitinthemainwindow.NotethatsettingsintheShowmenuonthemainwindowofthe
ActivityListwilleffectwhatinformationisavailabletoview.
View Scheduled Activity Zoom

UsetheScheduledActivityZoomtoviewbasicinformationaboutanactivityandcompleteordeletetheactivity.
UsethefollowingproceduretousetheActivityZoom.
NOTE: ThePreviewPanecanbeusedinplaceoftheZoomcommandonthecontextmenu.
1. RightclickanactivityandselectZoomonthelocalmenu.
2. AttheScheduledActivityZoomdialogbox,selectthefollowing:
Activity.Activitytype
Code.Assignedcode
Name.Linkedcontactname
Company.Nameofthelinkedcompany
Phone.Phonenumber
Reference.Referenceassignedtotheactivity
Alarm.IfYes,theactivityhasanalarm
RSVP.IfYes,anRSVPisrequiredfromusers
Scheduled.Primaryuseranddatefortheactivity'sscheduledtime
Creation.Thecreatinguserandtimecreated
Updated.Ifupdatedaftercreation,theupdatinguserandthetimeofupdate.
Textarea.Displaysotherassignedusers,resources,andnotes
3. Toscrollthroughactivities,clickPreviousorNextorclicktheupanddownarrowsbesidePrevious.
4. ClickComplete.
TheCompleteActivitydialogboxopens.
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5. Toremovethedisplayedactivity,clickDelete.
Whenconfirmed,theactivityisdeletedwithoutcreatingahistoryrecord.
6. ClickClose.
Printing Activities
Youcanprintasingleactivitiesorallactivitiesforacontactrecord.
To Print All Activities

1. NavigatetoGoTo>Activities.
2. RightclickonanyactivityandselectOutputto>Printer>Allentries.
3. Thelistofactivitiesopens.
4. ClickthePrintericonandthenclickOK.
To Print a Single Activity

1. NavigatetoGoTo>Activities.
2. RightclickonanyactivityandselectOutputto>Printer>Currentselection.
3. Theactivityreportforthatselectionopens.
To Print an Activity from the Pending Tab

1. AttheContactview,doubleclickonacontact.
2. AttheContactDetailview,selectthePendingtab.
3. Selecttheactivityyouwanttoprint.
4. RightclickonanyactivityandselectOutputto>Printer>Currentselection.
6. Toprintallactivities,selectAllentries.
To Print an Activity from the Calendar

1. NavigatetoGoTo>Calendar.
2. RightclickontheactivityyouwanttoprintandselectOutputto>Printer>Currentselection.
4. Toprintallactivities,selectAllentries.
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Activities 93
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Calendars
Overview
TheCalendarworksasatimemanagementtool.Quicklydeterminewhatisscheduledandreviewavailabletimesfornew
appointmentsandactivities.TheCalendardisplaysday,week,month,year,planner,andoutlinecalendarsforasingleuser
orforagroupofusers.
TIP:YoucanlaunchtheCalendarandleaveitrunningintheGoldMineworkarea(see"Usingthe
Calendar"onpage97).
Calendars Overview
TheCalendardisplaysscheduledactivitiesfortheselecteduserorusergroup.Usethefollowingproceduretoopenyour
calendaroracalendarofanotheruser.
TIP:Ifyouwanttoseecalendarsofotherusers,selecttheuserorusergroupintheUserdropdownlist.
To Open the Calendar

SelectoneofthefollowingmethodstoopentheCalendar:
OpentheGoTomenuandselectCalendar.
PressF7onthekeyboard
ClickCalendarontheNavigationPanel.
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Calendars 95
Calendar Parts
TherearethreemainpartstotheCalendarspage.
MyCalendar(seepage96)
CalendarToolbar(seepage97)
CalendarView(seepage97)
WhenyoufirstopentheCalendar,itdisplaysthecurrentday("MyCalendar"onpage96).Thedefaultviewopenstothe
DailyCalendar,butifyouselectadifferentCalendarView,GoldMineremembersyourselectionandopensthecalendar
basedonyourlastview.Formoreinformation,see"UsingtheCalendar"onpage97.
My Calendar
MyCalendaristhemonthlyoverviewofthecalendar.Todaysdatehasaredborderaroundthedateonthecalendar.Days
thathaveataskassignedaredisplayedinbold.Theselecteddateishighlighted.
Youcanclickanydateonthecalendartoviewdetailsforthatdate.TheleftandrightarrowsoneachsideoftheMonth/
Yearallowyoutoviewthepreviousornextmonthonthecalendar.
Ifyouhaveskippedtoadifferentdayonthecalendarandwanttoviewthedetailsfortoday,rightclickonthecalendarand
selectGototoday.
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Calendar Toolbar
TheCalendartoolbarconsistsofthesebuttons.Thedefaultvaluesare:
Schedule.Clickonthisbuttontoaccesstheactivitiesyoucanschedulefromyourcalendar.Thedialogboxforthe
activityopens.
Show.Clickonthisbuttontoshowaparticulardayoractivity.Thedialogboxforthedateoractivityopens.
User.Clickonthisbuttontoselecttheuserofthecalendaryouwanttoview.TheSelectUsersdialogboxopens.Select
fromtheUserListorGroupList.
Today.Selectthedateand/oractivityyouwanttoview.Selectanactivityandthenselectadateoractivity.Thedialog
boxforthedateoractivityopens.
Edit.Selectanactivityandclickthisbutton.Makethechangesasneeded.
Complete.Selectataskandclickthisbuttontocompleteanactivity.
NOTE: Thedropdownbuttons(otherthanSchedule)aresplitbuttonswhichmeansthenameofthe
buttonwillchangeasyoumakeyourselections.Forexample,ifyouselecttheTodaybuttonandthen
selectamenuitem,youwillseeanameofthemenuitemasthenameofthebutton.
Calendar View
TheCalendarViewtabsallowyoutochoosehowyouwanttoviewthedetailsofyourcalendar.Thereareseveraltabsat
thebottompageusedtomodifyyourview.
Day
Week
Month
Year
Planner
Outline
PegBoard
Formoreinformationaboutthesetabs,see"UsingtheCalendar"onpage97.
NOTE: GoldMineremembersyourlastviewoptionandopenstothatvieweachtimeyouopenthe
calendar.
Using the Calendar

TheCalendardisplaysscheduledactivitiesfortheselecteduserorusergroup.
Usethefollowingproceduretouseyourcalendarfunctions.
1. ToviewtheCalendar,useoneofthefollow:
SelectGoTo>Calendar
PressF7
ClickCalendarontheNavigationPanel
NOTE: Toseethecalendarsofotherusers,selecttheuserorusergroupfromtheUserdropdownlist.
2. SelectyourCalendarViewbyselectingoneofthefollowingtabs:
Day.Activitiesscheduledfortheday.
Weekdisplaystheweek,SundaythroughSaturday.
Monthdisplaysschedulerelatedinformationforthemonth
Yeardisplaystheentireyearwithscheduleddayshighlighted.
Plannerdisplaysactivitiesoftheselecteduserfortodayandthenext22days.Eachusersactivitiesarerepresented
byacoloredbarshowingtheamountoftimereservedfortheactivity.
GoldMine User Guide
Calendars 97
Outlinedisplaysscheduledactivitiesinahierarchicaltreestructure,withbranchesthatcorrespondtoyears,
months,anddays.Formoreinformation,see"UsingtheOutlineCalendar"onpage98.
PegBoarddisplaysloginstatusandactivityofindividualusersandsystemavailability.ThePegBoardtracksthe
loginandlogouttimes,totalloggedtime,andkeyboardandmouseclickactivity.Formoreinformation,see"Using
thePegBoard"onpage99.
3. Clickthetoolbaroptionstoscheduleandcompleteactivities,movethroughthecalendar,setthedisplay,deleteand
editthescheduledactivities.
4. Rightclickandselectthelocalmenuoptionstomanagespecificactivities,synchronizeandsettheoutputtooptions,
changeusers,andaccessotheroptions.
5. RightclickTasksorOccasionstomanagedisplayedactivitiesrelatedtothetaskoroccasion.
Formoreinformation,see"TaskListintheCalendar"onpage99and"OccasionsintheCalendar"onpage100.
Viewing Activities in the Calendar

WhenyoudoubleclickanActivityintheCalendar,itopenstheActivitybydefault.
IfyouwanttohavetheCalendaritemopentheContactRecordinstead,makethefollowingchange.
To Change the Double-Click of an Activity in the Calendar

1. Locatethe<UserName>.inifileinthe\GoldMinefolder.
2. Scrolltothe[CalObj]sectionandmakethefollowingchange:
[CalObj]
EditWhenDblClick=0
3. Savethefile.YoumightneedtorestartGoldMineforthechangetotakeaffect.
NOTE: TochangethedoubleclickactionbacktoopeningatheActivitybydefault,change
EditWhenDbleClickvaluebackto1.
Using the Outline Calendar

TheOutlinetabdisplaysyourscheduledactivitiesinahierarchicaltreestructurewithbranchescorrespondingtoyears,
months,anddays.
1. SelectGoTo>Calendar.YourCalendarappears.
2. ClickontheOutlinetabyoucanselecttheusersactivitiestodisplay.
SelectthenameinthedropdownUserlist,orselect(MultipleUsers)toopentheSelectUsersdialogbox.
DoubleclicktheuserintheUserListboxorusergroupintheGroupListboxtoaddtotheSelectedUserslist.Click
OKtoclosetheSelectUserslist.
3. Usethelocalmenutomanagetheactivities.Rightclickandselectonelocalmenuoption.
4. Tochangethedaydisplayed,clicktheTodaybuttonontheCalendartoolbar.
5. Atthetreedisplay:
Year.Asthehighestlevelinthehierarchy,ayearcontainsallactivitiesgroupedbymonths.Todisplaythemonths
associatedwiththeyear,doubleclicktheyear.
Month.DependingonwhetheryouselectedShowWordDaysOnlyonthelocalmenuOptionsarea,eachmonth
displaysallcalendardatesoronlyyourworkingdaysforthemonth.Allspecifieddatesappearregardlessof
whetheractivitiesarescheduled.Todisplayindividualdatesinamonth,doubleclickthemonth.
Date.Eachdatelistsallscheduledactivities.Theassociateduserdisplaysifyoudisplaymorethanoneuser's
calendar.Todisplaytheactivities,doubleclickthedate.
NOTE: Todisplayallthelistingsunderayearormonth,selectOptions>ExpandAllfromthelocalmenu.
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Using the Peg Board

ThePegBoarddisplaystheloginstatusandactivityofindividualusers.Fortheusers,thePegBoardtrackstheloginand
logouttimes,totalloggedtime,andkeyboardandmouseclickactivity.
1. SelectGoTo>Calendar.YourCalendarappears.
2. ClickthePegBoardtab.
3. Usethelocalmenutomanagetheactivities.Rightclickandselectonelocalmenuoption.
OnthePegBoard,thetacksindicatewhetherauseriscurrentlyloggedin(green),loggedaway(yellow),orloggedout
(red).
4. TopostyourWhereaboutsforothers,rightclickandselectLogAway.
IntheMywhereaboutstextbox,typeorselectyourwhereabouts.
5. InUserInactivityarea,bluebarsindicatethelengthoftimeauserisinactive,basedontheabsenceofmouseclicksor
keystrokes.
ThePegBoarddisplaysacolumnindicatingwhenuser'ssystemsperformvariousactions.
Thegearsymbolindicatestheuserisperformingbatchprocessing,suchasgloballyreplacingfieldsor
synchronizing.
ThebellsymbolindicatestheuserloggedawaybutisstillloggedintoGoldMine.
Thequestionmarkindicatestheuserterminatedwithoutlogout.
6. UserswithMasterRightscanforcealluserstoexitGoldMinetoperformmaintenanceonthesystem.Theforcedlogout
grantsusersaspecifiedamountoftimetosavetheirworkbeforebeingloggedout.
TIP:AMasterusercanalsoforceasingleusertologoutbydoubleclickingtheuser'sgreentackinthe
PegBoarddisplay.
NOTE: Bydefault,GoldMineperiodicallyupdatesthePegBoarddisplaybeneficialfornotebookPCsthat
usepowerconservationfeaturesthatshutdowntheharddisk.Todisabletheperiodicupdatefeature,
enterUpdatePegboard=0inthe[GoldMine]sectionofUsername.ini.
Task List in the Calendar

SelectGoTo>Calendar.TheCalendarwindowopens.TheTasklistdisplaysontheDay,Week,orOutlinecalendarand
displaysactivities.
Highlighttheitem,rightclicktoopenthecontextmenu,andthenselectfromthefollowingoptionstomanagetasks:
Schedule.Scheduleanactivity.
Zoom.OpentheactivityZoomdialogbox,allowingyoutoview,complete,ordeleteanactivity.
Complete.RemovetaskfromtheTasklistandsavesitashistory.
Reply.Openanemailmessageaddressedtothecreatorofthetask.
EmailContact.Writeanewemailmessagetothecreatorofthetask
Print.Opentheprintpagetosave,preview,adjustthelayout,setprinterpropertiesandprint.
ExporttoWord.ExportthetaskdetailstoWord
CopytoClipboard.CopythedetailsofthetasktotheWindowsclipboardtopasteintoatexteditingprogram.
Delete.Deletethetaskfromthelist.
Edit.Opentheappropriatedialogboxfortheselectedtask.Editthecontents.
GoldMine User Guide
Calendars 99
Occasions in the Calendar

Occasionsareonetimeorrecurringeventstodisplayonyourcalendar.Linktheoccasiontoacontactorleaveitunlinked.
Orsetanalarmontheoccasiontoremindyouinadvance.
OccasionsdisplayedintheCalendaronthedayofcreation.ViewalloccasionsontheOccasionstaboftheActivityList.
Occasionsarenotlinkedtoacontact'suntilyouscheduleanactivityfromtheactivatedGoldMineOccasionAlarm.
Adding or Editing Occasions

Usethefollowingproceduretoaddoreditanoccasion.
1. ClicktheDayorWeektabatthebottomoftheCalendar.
ToAddanOccasion,rightclicktheOccasionslistareaandselectNewtoopentheCreateanOccasiondialogbox.
ToEditanexistingOccasion,selectanditemonthelist,rightclicktheOccasionslistarea,andthenselectEditto
opentheEditanOccasiondialogbox.
TIP:YoucanalsocreateoreditanoccasionbyopeningtheContactDetails(Edit>RecordProperties>
ContactDetails)andthenclickingeithertheNeworEditbuttonontheOccasionstab.
2. TypetheoccasionnameintheReferencetextbox.
3. ClickthesearchbuttonbesidetheContacttextbox.andselectoneoption:
SelectanothercontactfromthisRecord.Selectanadditionalcontactonthecurrentcontactrecord.
Lookupanothercontact.OpenstheContactSearchCentertosearchforacontact.
Createanewcontact.OpenstheNewCompanyandContactdialogboxtocreateanewcontact.
4. TypeanynotesabouttheoccasionintheNotesfield.
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GoldMine User Guide
5. Iftheoccasionisassignedtoanotheruser,selectfromtheUserdropdownlist.
6. Selectacategory,suchasbirthday,intheCategorydropdownlist.
7. IntheOptionsarea,configure:
Code.SelectthecodeintheF2Lookuplist.
Color.Selectthecalendardisplaycolorfortheoccasioninthedropdownlist.
MarkasPrivate.SelecttokeepothersfromseeingtheoccasiononthePendingtab.
LinktoContact.SelecttolinktheoccasiontothecontactrecordanddisplayonthePendingtab.
8. ClicktheDateSpantab.
9. IntheWhenarea,selectthestartingDatefromtheF2graphicalcalendarandtypeorselectthenumberofdaysinthe
10.
11.
12.
13.
14.
Duration:xday(s)field.
Toplaceanalarmontheoccasion,selectBefore:xday(s)andtypeorselectthenumberofdays.
IntheOccursarea,selectthefrequencyoftheoccasionintheEvery:xyear(s)fieldandselectoneofthefollowing:
BySpecificDate.Selectthemonthanddayinthedropdownlists.
ByDayoftheWeek.Selecttheweekofthemonth,dayoftheweek,andmonthinthedropdownlists.
ClickOKtoclosethewindowandaddtheoccasiontothecalendar.
Occasionsarelinkedtocontactsbutnotdisplayedonthecontactrecorduntilanactivityisscheduledfromthe
GoldMineOccasionAlarmdialogboxappearingatthetimespecifiedontheDateSpantab.
Deleting an Occasion
1. ClicktheDayorWeektabatthebottomoftheCalendar.
2. RightclicktheOccasionsnameintheOccasionsareaandthenselectDeletefromthemenu,
TIP:YoucanalsoremoveanOccasionbyopeningtheContactDetails(Edit>RecordProperties>Contact
Details)andthenclickingtheDeletebuttonontheOccasionstab.
3. ClickYestodeletetheOccasionorNotocancel.
GoldMine User Guide
Calendars 101
Free/Busy Configuration
Configure Free/Busy Options
Configurethefree/busyoptionstodeterminewhatdisplaysontheFree/BusytaboftheScheduleanactivitydialogbox.
1. ClickOptionsontheScheduleanactivityFree/Busytab.TheOptionsdialogboxappears.
2. IntheScanActivitiesarea,selectthetypeofactivitiestodisplayasbusyinthebusytimepane:
Appointments
Callbacks
Nextactions
Otheractions
Events
Holidays
3. IntheDisplayOptionsarea,selectwhatdisplaysinthebusytimepane:
ShowUser(s)/Resource(s):FreeandbusytimesfortheUsersandResourcesselectedontheirrespectivetabs.
ShowContacts:Linkedcontact'sfreeandbusytimes.
Show24hday(s):Timefrom12A.M.tomidnight.Ifnotselected,thedefaultdisplayis6A.M.to9P.M.
4. SelectUserworkdayhoursforthebusytimetoscanworkdayhourswhenlookingforamutuallycompatibletimefor
anactivity.
5. SelectSaveasdefaulttosavethesettingsasyourdefaultdisplay.
Configuring Free/Busy URLs

Ifcontactspublishtheirfree/busytime,usethisdialogboxtolinkGoldMinetotheURLthecontactprovides.Thislets
GoldMinescanthecontactspublishedscheduleandhelpsscheduleactivitieswiththecontactmoreefficiently.
1. IfthemessageInternetFree/Busyinformationisnotavailable,clickhereforhelpappearsonthecontact'sschedule
line,clickthelinkandtheAddFree/BusyURLdialogboxopens.
2. IntheContact'sNametextbox,typethename.
3. SelecttheContact'sFree/BusyURLtypeinthedropdownlist(file,ftp,orhttp).
NOTE: Ifaccessingacontact'sfree/busytimeonanhttplocation,youmustconfiguretheInternet
InformationServicestoaccept.ifb.
4. Inthetextboxfollowingthefiletype,typeorbrowsetotheURLandthenclickOK.
Sharing Free/Busy Times

Schedulingbecomesmoredynamicandefficientwhenyouandyourcontactssharefree/busytimes.AsaGoldMineuser
youcanpublishyourfree/busytimeinaniCalendarrecognizedformat,makingitavailabletononGoldMineusersforeasy
schedulingandtosavetimewhenproposingandcounterproposingmeetingtimesbetweenparticipants.
GoldMineuserscanviewacontactspublishedfree/busytimeintheGoldMinecalendarwhenschedulinganactivity.
GoldMine'sabilitytopublishandtoreadcalendardataalsoprovidesefficientcollaborationwithnonGoldMineusers.
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Shared Free/Busy Times Example

GoldMine'sabilitytopublishandtoreadcalendardataprovidesefficientcollaborationwithnonGoldMineusers.
Thefollowingtabledisplayssomescenarioswhereyoucanusethevariousoptionstoimproveyourabilitytoworkwith
outsidecontacts,andwithuserswhomightnothaveimmediateaccesstoGoldMine:
Action
GoldMine
Outlook
Configuringuserfree/
busysettings
Tools>Options>Calendar>More
Options>Free/Busy(.ifb)
Tools>Options>CalendarOptions>
Free/BusyOptions(.vfb)
SeetheOutlookonlineHelpformore
detailedinformation.
Initializinguserfree/
busypublishing
Automatically:
AftertheFree/Busytabisconfigured,
GoldMinebeginspublishingbasedona
specifiedtime.
Automatically:AftertheFree/Busy
Optionsareconfigured,Outlook
beginspublishingbasedonaspecified
time.
Manually:
Web>PublishCalendar>PublishFree/
BusyTimes.
Readingacontact's
publishedfree/busy
time
SelectcontactrecordandthenEdit>
RecordProperties>ContactDetails>
Free/Busytab(.ifb)
SelectContactandclicktheDetails
tab.CompletetheInternetFreeBusy
Address.
Schedulingbasedon
free/busytimes
SelectSchedule>Selectactivityand
configureDetail,Resources,andFree/
Busy.ClickOptionsandselectShow
Contacts.
InCalendar,selectActions>Select
activity.SelectAttendeeAvailability
>InviteOthers.Selectcontactwith
publishedfree/busyinformation.
Distributingyourfree/
busyURLtoothers
CopyandpastetheURLintoanemail
messagetosendtoacontact.
AddtotheDetailstabofyourContact
recordandsaveasvCard(.vcf).When
yousendavCardwithyoursignature,
thefree/busyURLisincluded.
Scheduling Based on Contacts Free/Busy Times

NOTE: Forthisscenario,thecontactpublishesherfree/busytimeandprovidesyouwiththepublished
location.
1. Configurethecontact'sfree/busysettings.
2. WiththecontactactiveinGoldMine,selectSchedule>Appointment.TheScheduleanAppointmentdialogboxopens.
3. ConfiguretheDetailtab.Selectadate,time,andduration.
4. ConfiguretheResourcetab.SelectedresourcesdisplayontheFree/Busytab.
5. ConfiguretheFree/Busytab.ClickOptionsandselecttheShowContact(s)DisplayOptiontodisplaythecontactsfree/
busytimeontheFree/Busytab.
6. ChangetheScanDatesanduseFindTimetoeasilylocateacompatibletimeforbothpartieswithouttimeconsuming
phonecalls,meetingrequests,oremailmessages.
Distributing Your Free/Busy URL to others

1. CopyandpastetheURLintoanemailmessagetosendtoacontact.
2. AddtotheDetailstabofyourContactrecordandsaveasvCard(.vcf).WhenyousendavCardwithyoursignature,the
free/busyURLisincluded
GoldMine User Guide
Calendars 103
Setting Free/Busy Times

ForGoldMinetoreadacontact'spublishedfree/busytimes,youmustconfigurethecontact'sContactDetailstoaccessthe
file.Aftersettingthepath,youshouldseethecontact'sfree/busytimeswhenusingtheFree/Busytabwhileschedulingan
activity.
Usethefollowingproceduretosetfree/busytimes.
1. WiththecontactrecordactiveinGoldMine,selectEdit>RecordProperties>ContactDetails.
2. AttheContactDetailsdialogbox,selecttheFree/Busytab.
3. IntheContact'snamedropdownlist,leavetheprimarycontactnameorselectanadditionalcontact'sname.
4. IntheFree/BusyURLdropdownlist,selectfile,ftp,orhttp.Inthetextboxtypeorbrowsetothelocationwherethe
fileispublished.Ifyouselectftp,typetheUsernameandPasswordinthetextboxes.
TheconfiguredURLsappearintheContactpane.
5. ToaddanewcontacttotheContactlist,clickNewandcompletethevariousdropdownboxesandtextboxesas
needed.
6. ToremoveaURLfromthepane,selectthecontactandclickDelete.
7. ClickOKtocloseandsavetheURL.
Ifaccessingacontact'sfree/busytimeonanhttplocation,youmustconfiguretheInternetInformationServicesto
accept.ifb.Formoreinformation,"ConfiguringIIStoAccess.ifbFileTypes"onpage105.
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Using Free/Busy Times (.ifb)

Youareworkingcloselywithacontactonanongoingbasisandneedtostopthetimeconsumingprocessofsendingemails
backandforthwhentryingtoschedulecallsorappointmentswitheachother.ThecontactusesOutlooktomanagehistime
andpublisheshisfree/busytimetohisWebsitesohecanaccessitwhenheisoutoftheoffice.Thecontactindicatedhe
wouldliketoknowyourfree/busytimesaswellandasksyouwhereyoupublishthem.
YouconfigureGoldMineandthecontactconfiguresOutlooksoyoucanquicklyevaluateeachothersavailabletimewhen
schedulingactivitieswitheachother.
YourcontactpublisheshisOutlookfree/busytimetoafile,ftp,orhttplocation.
YoupublishyourGoldMinefree/busytimetoafile,ftp,orhttplocation.
YourcontactconfigureshisentryforyouinhisOutlookContactstoaccesstheURLlocationtowhichyoupublishyour
GoldMinefree/busytime.
YouconfiguretheRecordPropertiesfree/busytimetoaccesstheURLlocationtowhichyourcontactpublisheshisfree/
busytime.
Configuring IIS to Access .ifb File Types

Whenaccessingacontact'sfree/busytimesonanhttplocation,configureyourInternetInformationServices(IIS)toaccess
.ifbfiletypes.
1. LaunchyoursystemAdministrativeToolsandselectInternetInformationServices.
2. RightclickWebSitesinthetreepaneandselectProperties.
3. AttheWebSitesPropertiesdialogbox,selecttheHTTPHeaderstabandclickFileTypes.
4. AttheFileTypesdialogbox,clickNewType.
5. AttheFileTypedialogbox,attheAssociatedExtensionfield,typeifb.
6. IntheContentType(MIME)textbox,typetext/calendar.
7. ClickOKoneachdialogboxtosaveandclose.
Scheduling from Meeting Requests

TheGoldMineMeetingRequestoptionemailsmeetingrequesttoGoldMine,Outlook,andotheriCalendarenabled
applications.
Youcan:
Bethemeetingorganizerortherecipientoftheemailmeetingrequest.ScheduleanactivityfromaMeetingRequest
receivedinyouremailfromacontact,whetherthesendercreatedtheactivityinGoldMineoranotheriCalendar
enabledcontactmanagementapplication.
RetrievethemeetingnoticeasyouwouldinotherInternetemail.Afterretrievingthenotice,ifyouaccept,GoldMine
recordstheactivityinyourCalendar.
GoldMinedecryptsthewinmail.datmeetingrequestscreatedbyOutlookanddisplaysthemtousers,makingiteasier
toworkwithOutlookgeneratedmeetingrequests.
WhenretrievingemailmessagesfromGoldMinesEmailCenter,theincomingmessageslooklikethefollowing:
GoldMine User Guide
Calendars 105
Scheduling Activities Based on Available Times

Beforeschedulingameetingformultipleparticipants,determineatimewhenallparticipantsareavailable.Before
GoldMinecanscantheparticipantsCalendarstodeterminetheiravailability,specifyattendeesandresources.
NOTE: AllpotentialattendeesmustmaintaintheirdailyschedulesinGoldMineandthecontact'sfree/
busytimesmustbeconfiguredinGoldMine.Afterselectingthemeetingtime,GoldMineschedulesthe
meetingandinformsparticipants
1. IntheScheduleanactivitydialogbox,clicktheFree/Busytab.
Thebusytimepanedisplaysavailabilityofselectedusers,resources,andthecontact.
2. ClickOptionstospecifywhattypesofappointmentsarescannedandyourdisplayoptions.
3. IfyouselectedShowContacts,thecontactaddstothedisplay.IftheInternetfree/busyinformationisnotconfigured
4.
5.
6.
7.
orthecontactdoesnotpublishhisorherfree/busyinformation,thecontact'sbusytimedisplaysthemessage:Internet
Free/Busyinformationisnotavailable,clickhereforhelp.UsetheAddFree/BusyURLdialogboxtocanaddtheURL
wherethecontact'sfree/busytimeispublished.TheURLyouaddinthedialogboxisaddedtothecontact'sEdit>
RecordProperties>ContactDetails>Free/Busytab.
TheScanSettingsareainitiallydisplaysaStartDate,EndDate,andDuration.Thevaluesinthesefieldsdefaulttothe
valuesspecifiedontheDetailtab.Toexpandthebusytimedisplay,selectnewbeginningandendingdatesusingtheF2
graphicalcalendarandclickRefresh.
Ifyouhavenotscheduledtheactivityforatimecompatiblewithallattendees,configuretheScanSettingsandthen
locateasuitabletime.IntheScanSettingsarea,configure:
Proposeddate.SelectthenewproposeddatefromtheF2graphicalcalendar.
Time.SelectthenewproposedstartingtimefortheactivityfromtheF2graphicalclock.
Duration.Shortenorlengthentheactivityduration.Shorteningthetimemightmakeiteasiertofindamutually
compatiblemeetingtime.
Refresh.IfyouselectRefreshOnly,thedateandtimeupdate.IfyouselectResetandRefresh,selectanEnddate
fortheperiodoftimetobescanned.
IfyouarelookingforacompatibletimeandusetheFindTimescanoption,selectdatesandtheactivitydurationand
clickFindTime.ScanSettingschangestodisplaythedatebeingscannedandthetime.GoldMinescansforatimebased
onthedurationoftheactivity.TheDurationdefaultstothedurationspecifiedontheDetailtabbutcanbemodifiedon
theFree/Busytabinordertosuccessfullyscheduleanactivity.
SelectanothertaborclickScheduletoaddtheactivitytothecalendar.
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Creating Meeting Requests

Asorganizerofanactivity,youcansendameetingrequestfortheactivitytoauserorcontactwhohasiCalendarenabled.
Usethefollowingproceduretocreateameetingrequest.
1. SelectSchedule><anactivity>fromthemenu.
2. AttheScheduleanactivitydialogbox,completetheDetailstabwiththeappropriateinformation.
3. OntheDetailstab,selectSendaRequestwiththe<activity>to.andthenselectanoptionfromthedropdownlist.
4. OntheUserstab,selecttheGoldMineusersorgrouptoincludeintheactivity.
5. OntheResourcestab,selecttheresource(s)toschedulewiththeactivity.
6. OntheFree/Busytab,reviewtheschedulesofotherattendeesandsetthescansettingstofindschedulingconflicts.
7. OntheRecurringtab,specifythedateandtimerangeandoccurrencepattern.
8. OntheSeriestab,scheduletheactivityatthesametimeforallselectedcontactsoraseriesofactivitieswithdifferent
timefordifferentcontacts.
OutlookisunabletoresolvetheSkipWeekendsoptioninGoldMine.Ifyouaresendingarecurringmeetingrequestto
Outlookusers,donotselectskipweekendsinGoldMine.
9. Afterconfiguringschedulingoptions,clickSchedule.
Ameetingrequestissenttoallparticipants.
NOTE: IfthemeetingrequestoriginatedinOutlook,additionalContactsorUserscannotbeaddedtothe
meetingrequestuntiltheafterconfirmingthemeetingandthenclickingtheSchedulebutton.Afterthe
meetinghasbeenscheduled,youcanedittheMeetingrequest.
Responding to Meeting Requests

Youcanrespondtoameetingrequestinyouremailyoucanrespondseveralways.
Usethefollowingproceduretorespondtoameetingrequest.
1. InyourGoldMineEmailCenter,doubleclicktodisplaythemessageinawindow.
2. Fromtheemailheader,selectoneoption:
Accept.Acceptsthemeetingdateandtimeandcreatestheactivityinyourcalendar.DisplaystheMeetingRequest
Replydialogbox.
Tentative.Tentativelyacceptsthedateandtime.DisplaystheMeetingRequestReplydialogbox.
Decline.Declinesthemeeting.DisplaystheMeetingRequestReplydialogbox.
WhentheMeetingRequestReplydialogboxappears,selectSendreply,Editreplybeforesending,orDon'tsendreply.
Proposenewtime.Sendsacounterproposaltothemeetingorganizer.Displaystheactivityeditingdialogbox
whereyouchangethedateandtimeofthemeeting,thensendanupdatedMeetingRequesttothecontact.
ViewCalendar.Displaysyourcalendarforthedateofthereceivedmeetingnoticesoyoucancheckyourschedule
beforeaccepting.Ifyouaccept,thenewactivityappearsinyourCalendar.
GoldMineupdatesaccordingtotheoptionselected.
GoldMine User Guide
Calendars 107
Sharing Calendar Information

GoldMineenablesseveralcalendaringoptionsincludingsharingyourfree/busytimesorpublishingyourentirecalendaras
wellasaccessingacontact'ssharedcalendar.
NOTE: Userswithlimitedaccesstoothersusercalendarsmightnotseeotherusersforecasts.
UsethefollowingprocedurestoshareGoldMineUsercalendars
Publishing Your Calendar as .ics and .htm

1. SelectTools>Options.SelecttheCalendartab.
2. clickMoreOptionsandselectthePublishingtab.
3. ToautomatewithServerAgentsselectTools>Services>ManageServerAgents.
4. SelecttheCalendarPublishingtabandadjustsettings.
5. Tomanuallypublish,selectWeb>PublishCalendar>PublishCalendar(s).
Publishing Your Free/Busy Time as a .ifb File

1. SelectTools>Options.SelecttheCalendartab.
2. ClickMoreOptionsandthenselecttheFree/Busytab.
3. Tomanuallypublish,selectWeb>PublishCalendar>PublishFree/BusyTimes;
NOTE: .ifbisaniCalendarstandardextension.
Exporting Your Calendar as .ics

1. SelectFile>Import/Export>ExporttoaniCalendarFiletoopentheExporttoaniCalendarFiledialogbox.
2. Selecttheactivitiesbasedoncontactsorusersfromthedropdownlist.
3. SelecttouseeithertheCurrentcontactrecordortheFilters/Groupoption,whichenablesthedropdownlist.
4. TheUser(s)selectionoptionenablesthelistbelowallowingyoutoselectallusersorspecificusers.
5. SelectthetypesofactivitiestoexportbycheckingthedesiredActivityType.
6. EnteraDaterangeforthecalendarexport.
7. ClicktheExportbutton.
8. Browsetothelocationyouwanttosavethe.icsfileandclicktheSavebutton.
Accessing Shared Calendars

Toreadacontact'spublished.ifb,selectEdit>RecordProperties>ContactDetailsandtheclicktheFree/Busytab.See
"SettingFree/BusyTimes"onpage104.
TousetheContact'spublished.ifbintheScheduleanactivitydialogbox,selectSchedule>activityandtheclickthe
Free/Busytab.SeetheGoldMineAdministratorsGuide.
Toimportingacontact's.iscandlinktoaGoldMinecontactrecord(iCalendar),selectFile>Import/Export>Import
fromaniCalendarFile.SeetheGoldMineAdministratorsGuide
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Configuring Calendar Publishing in the Server Agents Administrator

UsetheServerAgentsAdministratortopublishyourcalendaronthedaysandtimesspecified.UsetheServerAgentsto
publishyourcalendarinformationtotheWebasHTMLorinaniCalendarformat.YoumustconfigurethePublishingtabin
yourCalendarOptionsdialogbox.
1. SelectTools>>Services>>ManageServerAgents.TheServerAgentsAdministratordialogboxappears.
2. ClicktheCalendarPublishingtab.
3. IfallowingonlyoneusertopublishhisorhercalendarusingtheServerAgent,selecttheuserinthedropdownlistin
theUser'sSettingsarea.
4. ToallowotheruserstousetheServerAgentcapability,selectApplytootheruserstoenabletheSelectUsersbutton.
ClickSelectUserstoselectoneormoreusersorusergroups.
5. IntheActivePeriodarea,selecttheweekdaystheagentwillbeactive.
6. Typeorselecttheactivetimeperiodforeachdayusingtherightfacingarrowstoaccessalistoftimesinthirtyminute
increments.
NOTE: Becausethetimesaresetonadailybasis,theearliesttimeis12:00A.M.andthelatestis11:59
P.M.Thelatesttimecannotbe12:00A.M.Whensettingthetimes,considerthefullrangeofServerAgents
youarerunningandwhatactivitiescantakeplaceafterregularbusinesshours.Forexample,configuring
theServerAgenttorunafterregularbusinesshourskeepsotherprocessesrunningsmoothly.
7. ClickOK.
NOTE: YoumuststarttheServerAgentstobeginprocessing.
Publishing Calendar Information

InadditiontopublishingyourcalendarusingtheServerAgents,publishyourcalendarondemandusingtheWebmenu.
PublishingyourcalendarasiCalendarorHTMLprovidesyourscheduleinformationtocustomersyouworkwithortonon
GoldMineusers.ThisisanotherpartofsharedcalendarinformationoptionsofferedinGoldMine.
UsingGoldMine,configureandpublishinaniCalendarformat(.ics),anhtmlformat(.htm,.html),andfree/busytimes(.ifb)
byconfiguringtheGoldMinesettings.
Publishing Free/Busy Times

Publishyourfree/busytimestoanetwork,ftp,orhtmllocation.Thepublishingparametersaresetinthecalendar
preferences:Tools>Options>Calendar(tab)>MoreOptions>Free/Busy(tab)
1. SelectWeb>PublishCalendar>PublishFree/BusyTimes.
2. AttheFree/BusyPublishingSettingsdialogbox,reviewthesettingsinthetextbox.
Toalterthesettings,clickEditOptions.TheCalendarOptionsFree/Busytabappears.MakechangesandclickOK.
3. ClickOKontheFree/BusyPublishingSettingsdialogboxandyourschedulepublishestothe.ifbfilespecifiedonthe
Free/Busytab.
GoldMine User Guide
Calendars 109
Calendar Options Dialog Box, Free/Busy Tab

Configureyourfree/busytimesforwiththoseworkingoutsideofGoldMine.
1. SelectTools>Options>Calendar.ClickMoreOptions.
2. AttheCalendarOptionsdialogbox,selecttheFree/Busytab.
3. Toturnonthebusypublishingoptions,selectPublishBusyTimeandconfigurethefollowingoptions.
FortheFilename,selectthelocationtypewhereyouarepublishingyourcalendarinformation:
file://
ftp://
http://
4. InthetextboxfollowingFilename,selectthefilelocationortypetheftporhttppath.
Yourpathshouldconcludewiththefilenameandthe.icsextensionforiCalendarand.htmor.htmlfortheWeb
publishing.Forexample,www.myICSwebsite.com/calendars/MyCal.icsorwww.myCALwebsite.com/calendars/
MyCal.htm.
NOTE: UsernameandPasswordareactiveonlyifyouarepostingtoanftplocation.
5. IntheDateRangearea,selectthepredefineddaterangeinthedropdownlist.
UsethegraphicalcalendarstoselecttheFromandTodatestopublish.
6. SpecifytheupdateFrequencyinday(s),hour(s),orminute(s).
7. SelecttheActivityTypestopublishasbusy.
8. SelectanothertaborclickOK.
9. Afterconfiguration,yourfree/busyinformationpublishestothedesignatedlocationandonthespecifiedschedule.
ManuallypublishyourFree/BusytimetothespecifiedlocationbyselectingTools>PublishCalendars>PublishFree/
BusyTimes.
Calendar Options Dialog Box, Publishing Tab

UsethePublishingtabtoconfigureiCalendarandWebpublishingoptionsforyourcalendar.
NOTE: ConfigureandautomaticallypublishyoucalendarusingtheServerAgentsAdministrator.
Alternatively,manuallypublishcalendarinformationusingTools>Import/ExportWizard>Publish
Calendar.
1. SelectTools>Options>Calendar.ClickMoreOptions.TheCalendarOptionsdialogboxappears.SelectthePublishing
tab.
2. ToactivateiCalendarpublishingoptions,selectPublishtheCalendarasaniCalendarfileortoturnontheWeb
publishingoptions,selectPublishthecalendarasaWeb(HTML)Page,andconfigurethefollowingoptions.
FortheFilename,selectthelocationtypewhereyouarepublishingyourcalendarinformation:
file://
ftp://
http://
InthetextboxfollowingtheFilename,selectthefilelocationortypetheftporhttppath.Yourpathshould
concludewiththefilenameandthe.icsextensionforiCalendarand.htmor.htmlforWebpublishing.
Forexample,www.myICSwebsite.com/calendars/MyCal.icsorwww.myCALwebsite.com/calendars/MyCal.htm.
NOTE: UsernameandPasswordareactiveonlyifyouarepostingtoanftplocation.
3. Toconfiguredatathatispublished,clickOptions.ThePublishingOptionsdialogboxopens.
4. UsetheServerAgentstopublishyourcalendaronaregularschedule.
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Managing Resources
Resourcesarediverseitemssuchasmeetingrooms,equipment,orcompanycars.Theycanbescheduledandtrackedinthe
calendar.
TIP:Whenschedulinganactivity,youcanalsoscheduleresources(see"SchedulingActivitieswith
Resources"onpage78).
Auto-Updating Resources
Autoupdatingofresourcesquicklycompletesordeletesscheduledresourcesbasedonyourselectioncriteria.
1. IntheResourcesActivityListdialogboxselectAutoUpdate.TheAutoUpdateResourcesdialogboxappears.
CompleteALLoftheActivitiescurrentlydisplayed:Completesthescheduledresourcesandupdateswiththe
specifiedresultandsuccess.
CompleteselectedActivitiesOnly:CompletesthescheduledresourcesselectedintheResourceScheduledialog
boxbasedonthespecifieddaterangeandupdateswiththespecifiedresultandsuccess.
DeleteALLoftheActivitiescurrentlydisplayed:DeletesthescheduledresourcesintheResourceScheduledialog
box.
DeleteselectedActivitiesOnly:DeletesthescheduledresourcesselectedintheResourceScheduledialogbox
basedonthespecifieddaterange.
Whencompletingscheduledresources:
a. Specifyaresultcodeandsuccesslevelforcompletedresourceactivities.
b. TypearesultcodeintheResulttextbox.
c. SelectSuccessfulorUnsuccessfulintheSuccessdropdownlist.
2. IfyouselectedCompleteorDeleteselectedActivitiesOnly,selectDaterangeandselectFromandTodatesusingthe
F2graphicalcalendar.
3. ClickOK.
Using the Resources Master File

TofullyuseGoldMinesresourceschedulingfeatures,enteraresourcerecordforallitemsinyourorganizationthattwoor
moreusersmayuseatthesametime.Commonlyrequestedresourcesincludeconferencerooms,projectors,
demonstrationproducts,andcompanyvehicles.
1. SelectTools>Configure>CompanyResources.TheResourcesMasterFileappears.
Name:DisplaystheabbreviatednamefortheresourcesuchasOVERHEADorMEETROOM.Thisisthenameused
2.
3.
4.
5.
whenschedulingtheresource.Canbeanyuniquealphanumericsequenceuptoeightcharactersinlength.No2
resourcescanhavethesameName.
Code:Displaysthealphanumericidentificationtouseforpurposessuchastheresourcelocation,serialnumber,or
otherrelevantinformation.Thisfieldisprimarilyusedtogroupresourcestogether.
Description:ProvidesadescriptionoftheresourcesuchasBellandHowell35mmFilmProjector.
Custodian:Displaysthenameoftheuserresponsiblefortheresource.
ClickNeworEdittoaddaresourceoreditinformationabouttheresource.TheResourceProfiledialogboxappears.
ClickDeletetoremoveresources.
ClickViewScheduletoshowcurrentreservationsfortheresources.TheResources)ActivityListdialogboxappears.
ClickClosetosavechangesandclosethedialogbox.
GoldMine User Guide
Calendars 111
Creating Resources
1. SelectTools>Configure>CompanyResources.TheResourcesMasterFileappears.
2. ClickNew.TheResourcesProfiledialogboxappears.
3. TypetheResourceNameandProfile.
TheResourceNameislimitedtoeightcharacters.
4. TypeorselecttheCode.
TheCodecanbecustomizedandisagoodwaytogroupresourcesbytypeorlocation.
5. SelecttheCustodian(Personresponsibleforbookingaresource)fromthedropdownlist,orleaveas(public).
6. ClickOK.
Viewing the Resources Schedule

Toensuretheavailabilityofequipment,facilities,orotherresources,checkwhenaresourceisalreadyreserved.
1. SelectTools>Configure>CompanyResources.TheResources'MasterFileappears.
2. SelectViewSchedule.TheResource(s)ActivityListdialogboxappears.
Date:Dateofthescheduledactivitytheresourceisreservedfor.
Time:Timeofthescheduledactivitytheresourceisreservedfor.
Dur:Durationofthescheduledactivitytheresourceisreservedfor.
Contact:Nameofthepersonwhoisthetargetoftheactivity;forexample,thecontactwithwhomameetingis
scheduledrequiringtheresource.
Code:Jobcodeorotheridentifierthatcategorizestheactivitytheresourceisreservedfor.
Reference:Descriptiveinformationregardingtheactivitytheresourceisreservedfor.
3. UsethefollowingbuttonstomanagetheresourcesintheResourceScheduledialogbox:
Complete:DisplaystheCompletedialogboxwhereyouenterinformationtocompletetheactivity.
Delete:Deletesthescheduledactivity.Selectingthisoptiondoesnotdeletetheresource.
Edit:Displaysthe[Activity]dialogbox,suchasAppointment,whereyoueditbasicinformationforthescheduled
activity.
AutoUpdate:DisplaystheAutoUpdateResourcesdialogbox.
4. Alternatively,rightclickandselectanoptionfromthelocalmenu:
Complete:DisplaystheCompletedialogbox.
AutoUpdate:DisplaystheAutoUpdateResourcesdialogbox.
Find:DisplaystheFinddialogbox.
Outputto:Outputthescheduletotheprinter,Word,Excel,ortheclipboard.
Delete:Deletestheselectedscheduledresource.
Edit:Opensthescheduledactivityforediting.
5. ClickClosetoexitthedialogbox.
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GoldMine User Guide
Contact Communication
Overview
YoucanuseGoldMinetoprintandfaxcorrespondence,sendemail,sendpages,anddistributeliterature.GoldMine
integratesthefunctionalityofyourwordprocessorandemailsoftwaretocommunicatewithcontactsandcoworkers.
Email.Send,retrieve,andmanageInternetemail.IndividualswithinanorganizationcanuseGoldMineemail,
providingthesamefeaturesasInternetemail,butnotrequiringanonlineconnection.
PrintingandFaxingCorrespondence.GoldMineworkswithMicrosoftWordtomergecontactinformationfrom
GoldMineintotemplates,generatingpersonalizedcorrespondence.GoldMinesDocumentManagementCenter
providesacentrallocationtoaccessandmanagecorrespondence.
DistributingLiterature. Organizationscanmanagerequestsforprintedmaterial,suchasbrochuresandpricelists,using
GoldMinesLiteratureFulfillmentCenter.
Paging.Sendapagermessagebydialingorsendingemail.
GoldMine User Guide
Contact Communication 113
About the Document Center

TheDocumentManagementCenterhelpsyoumanagedocumenttemplates.Itcontainsalistsoftemplatesforemails,
memosandfaxesandotherdocumentsyoumightuseincommunicatingwithacontact.
SelecttheUserfromthedropdownlist.ExpandtheTemplatestreetolocatethedesiredtemplate,andthenselectthe
templatetoviewthedetailsinthepaneltotherightofthetree.
TIP:Topreviewthetemplate,checktheShowpreviewfordocumentsboxbelowthedetailspanelofthe
selectedtemplate.
UsetheDocumentManagementCenter'smergeformcapabilitytogenerateletters,memos,andemails.GoldMinelets
youprintaletterforonecontactoragroupofcontacts,printlabelsandenvelopes,andfaxdocumentsifyourword
processorsupportsfacsimiletransmission).
TheDocumentManagementCenterworkswithGoldMinePlusforMicrosoftWord.
Use the Document Management Center for the Following:

CreateDocumentTemplates(see"ToCreateaNewDocumentTemplate"onpage115)
CreateEmailTemplates(see"CreatingEmailTemplates"onpage135)
CloneDocumentTemplates(see"ToCloneanExistingDocumentTemplate"onpage117)
CloneEmailTemplates(see"ToCloneanExistingEmailTemplate"onpage136)
EditDocumentTemplates("EditingDocumentTemplates"onpage119)
EditEmailTemplates("ToEditanEmailTemplate"onpage136)
MailMergeDocuments(see"UsingMailMergePropertiesforPrinting"onpage123)
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GoldMine User Guide
MailMergeEmailMessages(see"UsingtheMailMergePropertiesforEmailing"onpage137)
PrintDocuments(see"PrintingDocumentsfromtheGoldMineDocumentCenter"onpage123)
SendEmailMessages(see"CreatingandSendingEmail"onpage129)
AddSubfolders(see"AddingSubfolderstotheDocumentManagementCenter"onpage118)
TIP:Forinformationaboutdocumenttemplatedefaults,refertoSettingDefaultFileNameandFolder
LocationforTemplatesintheGoldMineAdministratorGuidePDFonOnlineHelp.
Creating Document Templates

GoldMineinstallspredefinedtemplatesbutyoucancreateyourowntemplatesaswell.
Atemplateisadocumentcreatedinanapplication,suchasMicrosoftWord,thatlinkstoGoldMineandcontainsembedded
DDElinkfields.TheDDEfieldslinkcontactinformationtothedocument;mergingtooneormorecontactswiththe
templateproducesaprintabledocument.
Therearetwowaystocreatetemplates:
WithGoldMinePlusinstalled
WithoutGoldMinePlusinstalled
Inbothcasesyoucancreatenewtemplates.ThemostcommonoptionsforcreatingadocumentareusingWordPadand
MicrosoftWordwithGoldMinePlusforMicrosoftOfficeinstalled.
NOTE: WhenmanuallyeditingorcreatingaGoldMinefieldlinkinMicrosoftWord,youmustspecifyonly
oneformattingsystem,otherwisetheformattingwillbeignoredintheresultingfieldset.Itis
recommendedinsteadthatyouuseIIF(inlineif,oraternaryoperationstatement)toaccomplishyour
formattinggoals.RefertotheMicrosoftWorddocumentationformoreinformationonIIFstatements.
To Create a New Document Template

1. SelectGoTo>DocumentTemplates.
2. AttheDocumentManagementCenter,selecttheUserfromthedropdownlist.
3. RightclickonDocumentTemplatesandselectNew.
TheDocumentTemplatePropertiesdialogboxappears.
GoldMine User Guide
4. AttheDocumentNamefield,typeinthedocumentnameyouwanttoappearintheDocumentManagementCenter
5.
6.
7.
8.
9.
andinthetemplatedropdownlistontheMergeFormdialogbox.
AttheDocumentUserdropdownbox,selecttheowninguser.
AttheTemplateFilenametextbox,typeorbrowsetothelocationofthetemplate.
ClickEdittoopenthedocumentandmakechanges.
IntheDocumentManagementarea,clickontheappropriatecheckboxasneeded:
SaveinLinksTabwhenmergingforasinglecontact.Createsalinkeddocumentwhenthedocumentismerged.
CreateHistorywhenmerging.Createsahistoryrecordwhenthistemplateismerged.
IntheDocumentTypearea,selectadocumenttypeandthenclickOK.
ThefollowingAlertMessageappears.
10. IfyouhaveaFilter/Groupdefinedandarereadytodothemergenow,clickOK.
GoldMine User Guide
TheMailMergeTemplatedialogboxopens.
11. AttheDocumentTypefield,selectadocumenttypeforamailmerge.
AttheUserfield,selectanduserand,ifitdoesnotalreadyappear,attheTemplatefieldselectthetemplateforthe
mailmerge,
12. ClickOK.
TheactualmergeoccursafteryouclickOK.Thesettingsofthismergewillbedefinedafterfillingtheinformationon
Recipienttab,whereyoucanselectacurrentcontact(filter/group)anddeliverymethod(printer/fax)orqueuefor
day(s).
So,ifthedefaultsettingsareselected,thetemplatewillbeprintedwiththecurrentcontactinformation.
To Clone an Existing Document Template

Youcancreateadditionaltemplatesbyfirstmakingacopyofanexistingtemplate(apublictemplateoranotheruser's
template),andsavingitasyourown.Youcantheneditthetemplatetosuityourneeds.
2. AttheDocumentManagementCenter,selecttheUserfromthedropdownlistwhosetemplateyouarecloning.
3. RightclickonthetemplatenameandselectClone.TheDocumentTemplatePropertiesdialogboxappears.
4. EnterandDocumentNameandselecttheDocumentUser.
5. Selectthelocationtosavethetemplate.
6. ClicktheEditbuttontoopentheassociatededitorandmodifythetemplate.
NOTE: Besuretosavethefileaftercompletingyoureditsandclosingtheeditor.
7. SelectfromtheoptionsfortheDocumentManagementmethodsandtheDocumentType(see"ToCreateaNew
DocumentTemplate"onpage115foroptiondetails).
8. ClickOK.TheEditEmailwindowappears
GoldMine User Guide
Adding Subfolders to the Document Management Center

Subfolderscanbecreatedtohelporganizeandsegregatetemplates.Youcancreatesubfoldersbasedonthemainfolder
(suchasDocumentTemplates)orsubfolderscanbeplacedbelowothersubfolders.(suchasDocumentTemplates>
Defaults>FollowUps).
3. Intheleftpane,rightclickonthemainfoldertowhichyouwanttoaddasubfolder,andthenselectNewSubfolder
fromthecontextmenu.
4. EnterthenameofthesubfolderandthenpresstheENTE R keyonthekeyboard,orclickanywhereoutsidethe
folder.
NOTE: Newsubfoldersareaaddedbelowthemainfolderinalphabeticalorder.
TIP:YoucanrenameanysubfolderthatyoucreatebyrightclickingthefolderandthenselectingRename
Subfolder.Defaultfolderscannotberenamed.
Creating Document Templates with GoldMine Plus Installed

WhenGoldMinePlusisinstalled,youcancreateDocumenttemplatesbycreatinganewtemplate,ormodifyinganexisting
one,inWordandthensavingthefileasaGoldMinetemplate.AftercreatingandaddingthetemplatetoGoldMine,youcan
changethepropertiesofthetemplatewithinGoldMine.
To Create a Template with GoldMine Plus Installed

1. OpenMicrosoftWord(withGoldMinePlusinstalled).
2. CreateyourtemplatebyaddingtextandGoldMinefields.
3. SelectGoldMineandthenselectSaveasGoldMineTemplatefromthemenu.
4. IntheSummaryInfodialogbox,enteraTitle(required)andanyotherdesiredinformation.
TheTitleisthenamethatwillbeusedforthetemplatenamewithinGoldMine.
5. ClickOKtoopentheSaveAsdialogbox.
6. Bydefault,theFilenamefieldisautofilledwiththenameenteredfortheTitle.
7. ChangetheSaveastypetoWordTemplateandthenclickSavetosavethetemplate.
8. OpenGoldMineandselectGoTo>DocumentTemplatesfromthemenu.
9. SelecttheUsernameofcurrentlyloggedinuser.
10. RightclickonthedocumenttemplatefolderandselectRefreshAllfromthecontextmenu.
11. ExpandtheLetters,MemosandFaxesbranch.
Thedocument(template)createdinMicrosoftWordnowappearsinthelistoftemplates.
To Change Properties of the Template

1. OpentheGoTomenuandselectDocumentTemplates.
2. AttheDocumentManagementCenter,selecttheuserfromtheUserdropdownlist.
3. LocatethedesiredtemplateandthenrightclickonthetemplateandselectPropertiesfromthemenu.
TheDocumentTemplatePropertiesdialogappears.
4. AttheDocumentNamefield,typeinthedocumentnamethatyouwanttoappearinboththeDocumentManagement
CenterandinthetemplatedropdownlistontheMergeFormdialogbox.
5. AttheDocumentUserdropdownbox,selecttheUserunderwhichthetemplatewillbelisted.
6. IntheDocumentManagementarea,selectthedesiredoptionsasneeded:
SaveinLinksTabwhenmergingforasinglecontactcreatesalinkeddocumentwhenthedocumentismerged.
CreateHistorywhenmergingcreatesahistoryrecordwhenthistemplateismerged.
GoldMine User Guide
7. IntheDocumentTypearea,selectadocumenttypeandthenclickOK.
AnAlertMessageappears.
8. ClickOKtothemailmergenow,orclickCanceltoabortthemerge.
Editing Document Templates

Youcaneditdocumenttemplatesusingtheapplicationyouusedtocreatethetemplate.Inthefollowingprocedure,
MicrosoftWordisusedasanexample.
To Edit a Template
NOTE: ThefollowingexampleusesMicrosoftWord.
TheDocumentManagementCenteropens.
2. AttheUserdropdownbox,selectauser.
3. RightclickonatemplatenameandselectProperties.
TheDocumentTemplatePropertiesdialogboxappears.
4. ClickEdit.
Thedocumentopensintheapplicationusedtocreateit,inthisexamplethedocumentopensinWord.UseyourWord
functionalitytoadd,delete,oreditthetext.
5. ToaddGoldMinefieldstothedocumentusingWord2007/2010,selecttheGoldMinetabandthenselectafieldorfield
macrofromoneofthefieldtypedropdownmenus.
Forexample,&Contactisanexampleofthefieldmacroformat.
NOTE: IfyouareusingWord2003,opentheGoldMinemenuandthenselectInsertGoldMineField.The
InsertGoldMineFielddialogboxopens.Selectthefieldorfieldmacrofromthedropdownlist.
6. Tosavetheeditedtemplatetothesamefile,selectGoldMine>UpdateGoldMineTemplate.
7. Tosavetheeditedtemplateasanewtemplate,selectGoldMine>SaveasGoldMineForm.
8. AttheTitlefieldtypeinanewtitleandthenclickOK.
GoldMine User Guide
Updating Templates
Youcanupdateatemplatetodothefollowingtasks:
UsetemplatescreatedwithpreviousversionsofGoldMine(5.5orearlier)
Changeatemplatetomaintainbytheoriginalfilename.
To Update a Template
1. SelectGoTo>DocumentTemplates.TheDocumentManagementCenteropens.
2. AttheDocumentManagementCenter,rightclickthetemplateyouwanttoupdateandthenselectProperties.
TheDocumentTemplatePropertiesdialogboxopens.
3. Toworkwiththetemplateslayout,selectEdit.
GoldMinestartsthelinkedtargetapplication.
4. Workinthetargetapplicationtomakechangesandupdatethetemplate.Forexample,ifyouareworkinginMicrosoft
Word,usethecommandsontheGoldMinemenutoaddorchangetextandmergefields.
5. SelectGoldMine>UpdateGoldMineTemplate.
MicrosoftWordoverwritesthepreviousfilewiththemodifiedfile.
Faxing Correspondence
YoucanfaxcorrespondencefromGoldMineifyouinstalloneoftheseapplications:
SymantecWinFaxPRO7.01orlater.ChecktheversionofWinFaxPRObyselectingtheWinFaxmainmenucommand
Help>About.TouseSymantecWinFaxPRO,youmusthaveMicrosoftWordversion7.0orlaterinstalledwiththe
WinFaxPROprinterdriver.
RightFax.anetworkfaxingsystem.TouseRightFax,youmustinstallaprinterdriverinWindowsnamedRightFax
configuredtoprinttotheRightFaxserver.
Zetafax7.5orlater.
ThirdpartyaddonOmniRushprovidesanintegratedfaxsupportsolution.Fordetails,visitwww.frontrange.comortheZ
FirmLLCWebsiteatwww.zfirmllc.com.
To Fax a Correspondence from the GoldMine Document Center

2. AttheDocumentManagementCenter,rightclickonFax,FaxCoverSheet>Fax.
TheMailMergePropertiesdialogboxopens.
GoldMine User Guide
3. AttheContactSelectionarea,selectthecontactorcontactsyouwantthefaxtoreachbyclickingontheappropriate
radiobutton.
ThisContact.Mergesthefaxwiththeprimarycontactfromtheactivecontactrecordoranadditionalcontact
selectedfromthedropdownlist.
Allcontactslinkedto(contactname).Mergesthefaxwiththeprimaryandadditionalcontactsfortheactive
contact.
Allcontactsinthefollowingfilterorgroup.Mergesthefaxwithallcontactrecordsorwiththefilteredgroupor
contactgroupyouselectfromthedropdownlist.
GoldMine User Guide
4. IfyouselectAllcontactslinkedto(contactname)orAllcontactsinthefollowingfilterorgroup,youcanalsoselect
theseoptions:
Primary.Mergesthefaxwiththeprimarycontact.
Additional.Mergesthefaxwiththeadditionalcontacts.
Mergecode.MergesthefaxbasedonthecodeyouselectintheF2Lookuplist.
5. AttheDeliveryarea,attheTobox,selectFax,andattheQueueforxdaysbox,selectanumberofdaystodelaythe
printingorsendingofthedocument.Thisoptionsetsthefaxtoprintataselectednumberofdaysinthefuture.
6. ClickOK.
Whenthemergeiscomplete,theresultsappearintheGoldMineProcessMonitorwindow.
Faxing Your Default Fax Sheet

WhenyouusetheFaxcapability,GoldMineopenstheapplicationusedtocreatethetemplatesuchasMicrosoftWord,then
displaysthetemplatewithinformationmergedfromthecontactsrecord.Youcanalsofaxacorrespondenceusingadefault
faxtemplate.
To Fax a Correspondence with a Default Fax Template

2. OpenanycontactrecordandthenselectActions>Writefaxtocontact.
GoldMine User Guide
Printing Documents
Printing Documents from the GoldMine Document Center
Youcanprintdocumentsforonecontactorforafilteredgrouporgroupofcontacts.
2. SelecttheUserfromthedropdownlist.
3. Highlightthedocumenttemplateyouareprintingandrightclick.
4. Selectoneofthefollowingoptions:
Merge&Edit.OpensthedocumentonthescreenwiththeinsertedGoldMinefieldspopulatedwithinformation
forthecurrentcontactrecord.Editthedocumentasneededandprintusingtheprogram'sprintcommand.Dueto
aMicrosoftlimitation,theGoldMinemenuinMicrosoftWordisdisabledduringtheMerge&Editprocess.
Print.OpenstheMailMergePropertiesdialogbox.See"UsingMailMergePropertiesforPrinting"onpage123.If
youprintimmediately,arecordofwhatwassenttothecontactisfiledontheHistorytab.
Using Mail Merge Properties for Printing

UsethefollowingprocedurewhenmergingandPrinting/Faxingdocuments.
1. IntheDocumentManagementCenter,rightclickadocumenttemplateandselectPrintorFax.
TIP:YoucanalsoaccesstheRecipienttabbyopeningtheActionsmenuandselectingBeginMailMerge.
TheMailMergePropertiesdialogopen.SelectatemplateontheTemplatetabandthenclickthe
Recipienttab.
GoldMine User Guide
2. IntheContactSelectionarea,selectfromthefollowing:
ThisContact.Mergesthedocumentwiththeprimarycontactfromtheactivecontactrecord,orselectanadditional
contactfromthedropdownlist.
Allcontactslinkedto(contactname).Mergesthedocumentwiththeprimaryandadditionalcontactsfortheactive
contactrecord.
Allcontactsinthefollowingfilterorgroup.MergesthedocumentwithALLcontactrecordsorwiththefilteredgroup
orcontactgroupselectedfromthedropdownlist.
IfyouselectAllcontactslinkedto(contactname)orAllcontactsinthefollowingfilterorgroup,selectfromthe
following:
Primary.Mergesthedocumentwiththeprimarycontact.
Additional.Mergesthedocumentwiththeadditionalcontacts.
Mergecode.MergesthedocumentbasedonthecodeyouselectintheF2Lookuplist.
3. IntheDeliveryarea,selecttheTomethodfromthedropdownlist(PrinterorFAX).
4. TypeorselecttheQueueforxdaystodelaytheprintingorsendingofthedocument.
ThisoptionsetsthedocumenttoprintataselectednumberofdaysinthefutureusingtheServerAgentsorthe
LiteratureFulfillmentCenter.
PrintingamailmergedocumentforacontactproducesaHistoryitemforthatcontact.
Printing Envelopes and Labels

Usethesamemethodasforprintingletters,memos,andfaxes.SetupGoldMinetoprintenvelopesorlabelsfordocuments
waitinginaprintqueueonthesamedateGoldMinegeneratesthequeueddocuments.
1. TocheckonqueuedcorrespondenceinGoldMinesLiteratureFulfillmentCenter,selectGoTo>Literature.
2. Toprintenvelopesorlabelswhenqueueddocumentsareprinted,selectGoTo>Literature.
3. SelectthefolderunderQueuedDocumentscorrespondingtothedatethequeuedcorrespondenceisscheduledtobe
sent.Forexample,ifthelettersarescheduledtobeprintedlaterinthecurrentweek,selectThisWeek.
4. Intheupperrightarea,rightclickeachqueueddocumentforwhichtoprintanenvelopeorlabel.Fromthelocalmenu,
selectPrintEnvelopesorPrintLabels.
GoldMinedisplaysthePrintEnvelopesdialogboxorthePrintLabelsdialogboxthatcontainthesamecommands.
5. InthePrintEnvelopesdialogbox,selectthecontactsforwhomtoprintenvelopes,thenselecttheenvelopetemplate
touse.Bydefault,GoldMinedisplaysyourtemplates.However,lookintheUserdropdownlistandselecta(public)
templateoranotheruserstemplate.
GoldMine User Guide
Using the E-mail Center

UseGoldMinesEmailCentertoview,organize,andsendyourqueuedInternetemails.
UsetheEmailCenterto:
Editemailpreferences
Createemails
Sendemailmessages
Retrieveemailmessages
Linkemailmessagestocontacts
Createanduseemailtemplates
Setemailrules
Createdistributionlists
TIP:IfyousubscribetomorethanonePostOfficeProtocolversion3(POP3)mailserver,youcansetup
theEmailCentertoretrievemailfrommultipleInternetmailservers.
NOTE: Ifyouareexperiencingslowperformancewithcontactslinkedtomanyopportunities,youcan
adjusttheMaxRegardingListSizevalueinthegm.iniIfile.
E-mail Center Components

TheEmailCentercontainsthefollowingcomponents:
EmailCenterToolbars.AllowsquickaccesstoEmailCenterfunctions.
EmailCentertree.Allowsyoutoconnecttoyourmailserverandorganizeincoming,outgoing,andfiledmessages.
Emailmessagelistingbrowsewindow.Displaysmessagesavailableintheinbox,outbox,orselectedfolder.
Thedefaultlimitformessagesthatcanbedisplayedatonceissetat2,500.Youoryouradministratorcanimplementa
<USER>.inifilesettingtooverridethislimit(see"ChangingSettingsintheINIFileinGoldMine"onpage49),butthisis
notrecommendedbecauseofthenegativesideeffectsareassociatedwiththisaction,including:
Increasedloadonthedatabaseserverandthenetwork(thedatabaseserverwillhavetoreadyourrecordsfrom
disk,andtheywillbesentoverthenetwork).
IncreasedtimetoloadthelistofemailsintheEmailCenterlist.DuringthistimeGoldMinemightbe
unresponsive.
IncreasedmemoryusagebyGoldMine.YoumighthaveaslowerresponseintheEmailCenterbecauseithasto
processalargenumberofemailsandusemorememory.
Textdisplay.Previewthebodyofamessageselectedinthelistingbrowsewindow.
Toturnthepreviewoptiononandoff,rightclicktheEmailCentertreeandselectOptions>ShowPreview.
NOTE: SetShowPreviewasthedefaultinthe[Internet]sectionoftheUsername.iniusingthiscommand:
ShowPreview=1.
GoldMine User Guide
General E-mail Toolbar

TheGeneralEmailCenterToolbarcontainsbuttonsandmenusforcreating,sending,receiving,andfilingemailmessages,
settingupemailrules,templates,anddistributionlists,andeditingemailoptions.Buttonsinthetoolbarwillappearand
disappeardependingonthetypeofactivityyouareperforming.
TheGeneralEmailCenterToolbardiffersdependingonwhichfolderisopenedinEmailCenterassumingthereareletters
inthem.
IfanonlinefolderisopenedthenGeneralEmailCenterToolbarconsistsof:
NewMessage,Print,Refresh,Delete,Stop,Reply,Replytoall,ForwardandActions(whichisadropdownbutton
withthefollowingfunctions:Getselecteditems,GetallItems,SetupEmailrules,CustomizeEmailtemplates,Set
upDistributionlists,SyncContact,ShowPreview,EditEmailOptions)
IfanInbox(oranysub),DeletedorFiledsubfolderisopenedthenGeneralEmailCenterToolbarconsistsof:
NewMessage,Print,Refresh,Delete,Reply,Replytoall,Forward,Fileit(withitsoptions),Relink/Unlinkand
Actions(whichisadropdownbuttonwiththefollowingfunctions:MarkasRead(Unread),SetupEmailrules,
CustomizeEmailtemplates,SetupDistributionlists,SyncContact,ShowPreview,EditEmailOptions)
IfanOutboxorDraftsfolderisopenedthenGeneralEmailCenterToolbarconsistsof:
NewMessage,Print,Refresh,Delete,Relink/Unlink,Send,Sendall,ReSend,ReQueueandActions(whichisa
dropdownbuttonwiththefollowingfunctions:SetupEmailrules,CustomizeEmailtemplates,Setup
Distributionlists,SyncContact,ShowPreview,EditEmailOptions)
IfaSentsubfolderisopenedthenGeneralEmailCenterToolbarconsistsof:
NewMessage,Print,Refresh,Delete,Forward,Fileit(withitsoptions)Relink/Unlink,ReSend,ReQueueand
Actions(whichisadropdownbuttonwiththefollowingfunctions:SetupEmailrules,CustomizeEmail
templates,SetupDistributionlists,SyncContact,ShowPreview,EditEmailOptions)
Dependingontheactionbeingperformed,thefollowingcommandsareavailableintheGeneralToolbar:
Command
Description
NewMessage
CreatesanewmessageintheEditEmailwindow,orcreateanewmailsubfolder.
Relink/Unlink
Linksfilestoorunlinkfilesfromcontacts.
Print
Printsthecurrentlyselectedmessage.
Refresh
Refreshesthecontentsoftheemaillist.
Delete
Deletesthecurrentlyselectedmessage.
Stop
Stopsanycurrentretrievalprocess.
SetupEmailRules
SetsupEmailrules.
CustomizeEmailTemplates Createsandeditsemailtemplates,intheDocumentManagementCenter.
SetupDistributionLists
CreatesandeditDistributionLists.
Send
Sendstheselectedmessage.
SendAll
Sendalloutboxmessages.
ReSend
Resendstheselectedmessage.
ReQueue
OpenstheselectedmessageintheEditEmailwindowandaddtothequeueinthe
Outbox.
Reply
OpensareplytothesenderusingtheEditEmailwindow.
ReplytoAll
OpensareplytothesenderandallrecipientsintheEditEmailwindow.
GoldMine User Guide
Command
Description
Forward
Forwardsthecurrentlyselectedmessagetoanewrecipient.
MarkasRead
Markscurrentlyselectedmessageasread.
File
Selectsafilingmethodfortheselectedmessagefromthedropdownmenu
Fileit.OpenstheCompleteandEmaildialogboxes.
FastFile.FilestheselectedmessageinyourFiledfolderandinthelinked
contact'sHistorytab.
Fileto.Savestheselectedmessagedirectlytoafiledfolderorsubfolder.
Actions
OpensthelistofactionssuchasEmail,Messageandsoon.
The Edit E-mail Toolbar

TheEditEmailToolbarispresentwhentheEditEmailwindowisactive.Itcontainsbuttonsandmenususefulwhen
creatingandeditingemailmessages.
Command
Description
Sendtheselectedmessageimmediately.
QueuetheselectedmessageintheOutbox
Saveasdraft
SavetheselectedmessagetotheDraftsfolderandclose
Saveasdraftcontinueediting
SavetheselectedmessagetotheDraftsfolderandleaveopenforediting
Browseforfilestoattachtotheselectedmessage
SigntheemailmessagewithaDigitalID
(see"SendingEncryptedEmail"onpage131)
GoldMine User Guide
Command
Description
DoNotEncrypt
Sendmessageswithoutencryption
EncryptUsingGoldMine
SendmessageswithGoldMineencryption
EncryptUsingDigitalID
SendmessagesencryptedwithDigitalID
Spellcheckselectedmessage
(see"SpellCheckingEmail"onpage139)
SavetheselectedmessageasanHTMLortextfile
Printtheselectedmessage
Cutselectiontoclipboard
Copyselectiontoclipboard
Pastecontentsfromclipboard
GoldMine User Guide
Local Menus
UsetheEmailCenterlocalmenu(alsocalledashortcutmenu)toaccesscommandsintheselectedbrowsewindow,tab,or
pane.
1. Rightclickinthewindow,tab,orpaneyouareworkingin.
2. Selecttheactionfromthemenu.
Creating and Sending E-mail

UsethesameEditEmaildialogboxwhencreatinganInternetemailmessageoraGoldMineemailmessage.
NOTE: HeaderinformationincludedinoutgoingGoldMineemailsometimestriggersspamfilters.
GoldMineadministratorscanresolvethisbyaddingthefollowingGM.INIentrythatwilloverridetheX
MailerID:
[GoldMine]
XMailer=MyMailerID
Usethefollowingproceduretocreateanemailmessage.
1. AccesstheEmaildialogboxinoneofthefollowingways:
ClicktheEmailbutton
includedontheGlobalToolbar.
SelectActions>Email.
SelectActions>SendOutlookMessage(see"OutlookMail"onpage283)
ClickingtheNewMessagebuttonontheEmailCentertoolbar.
Replyingtopendingactivities.
NOTE: WhenAction>SendOutlookmessageisusedorOutlookcomposewindowisopenedbyclicking
onahyperlinkinsideofGoldMine,anemailislinkedtoacontactonlyifacorrespondingAutolinking
settingoramanuallinkingfeatureofGoldMineOutlookIntegrationisused.Formoreinformation,see"To
SetupAutoLinkingofMessagestoContactRecords"onpage144and"SetOutlookasDefaultEmail
ApplicationforGoldMine"onpage136.
GoldMine User Guide
2. TheFromtextboxusestheloggedinuser'snameandemailaccount.Tochangetoadifferentemailaccountforthe
loggedinuser,selecttheaccountinthedropdownlist.
3. TheTotextboxpopulateswiththenameandemailaddressofthecurrentcontact.Tochangetoanalternativename
andemailaddressassociatedwiththecurrentcontact,selectthenamefromthedropdownlist.
4. Tosendtheemailtoadditionalrecipients,intheAdditionalRecipientsbox,clicktheCcdropdownmenuandselect
thefromthefollowingrecipienttypes:
To:AddsrecipientstotheTolist.
Cc:Sendscopiestootherrecipients.
Bcc:Sendsablindcopytootherrecipients.
YoucanhaveanycombinationofrecipientstypeswithintheAdditionalRecipientsbox.
NOTE: GoldMineonlylinksemailstocontactsontheTotextbox.Anyothercontacts(includingthose
listedintheAdditionalRecipientsarea)areNOTlinked.
5. Toassignarecipient,youcaneitherclickthelineandentertheemailaddressmanually,orclicktheCcdropdown
menuandselectAddtoviewthefollowingrecipientoptions:
Contact.DisplaystheContactSearchCentertolocateanewcontact.
UserorGroupdisplaystheGoldMineUserRecipientdialogbox.SelectaGoldMineuserorusergroup.
ManualrecipientdisplaystheManualRecipientsEntrydialogbox.Typeamanualemailaddress.
DistributionlistdisplaystheDistributionListdialogbox.Selectapredefineddistributionlist.
Outlook(MAPI)recipientlaunchesyourlocalornetworkOutlookaddressbook.
6. ChecktheLinkto<contact>optiontolinktheemailmessagetothecurrentcontactandfilethemessageinthe
Historytabwhensent.
7. IntheSubjecttextbox,typeasubjectorselectatemplateintheSubjectdropdownlist.
8. Typeamessageinthemessagetextbox.
TouseHTMLformattinginthemessage,clicktheOptionstabandselectRichtext(HTML).
Tocheckyourspelling,rightclickandselectActions>Spellcheckfromthecontextmenu.
Toaddanemailattachment,clicktheAttachmentsicon(see"ToAddEmailAttachments"onpage131).
9. ClickSendtosendthemessageimmediatelyorQueuetoqueueitforsendingatthetimesdefinedintheServerAgents
Administrator.
GoldMine User Guide
To Add E-mail Attachments

UsetheEditEmaildialogboxtoaddoneormorefilesasattachmentstoyouremailmessage.
1. AttheEditEmaildialogbox,clicktheAttachfilesbutton.
2. Browsetothelocationofthefiletoattach.
3. SelectthefileandthenclickOpentoattachthefile.Repeattheprocedureforeachfiletoattach.
4. ClickSendtoimmediatelysendthemessage,orQueuetoqueueitforsendingatthetimesdefinedintheServer
AgentsAdministrator.
NOTE: Ifafileiseditedafterithasbeensentasanattachment,theattachedfilereflectsthesechanges,
eventhoughthemessageisintheSentfolder.
Toremoveanattachedfile,selectthefileintheAttachmentsarea,rightclickandthenselectRemovefromthecontext
menu.
Sending Encrypted E-mail

Protectemailmessageswithencryption.MessagesencryptedwithEncryptusingGoldMinecanonlybereadbyGoldMine
userswiththecorrectpassword.MessagessentasEncryptusingDigitalIDcanonlybesentusingtherecipient'spublickey
andcanonlybedecryptedandreadusingtherecipient'sprivatekey.
ToSendEmailMessagesEncryptedUsingGoldMine(seepage131).
ToSendEmailMessagesEncryptedUsingDigitalID(seepage132).
ToautomaticallyencryptoutgoingmessageswithdigitalIDs,configureyoursettingsontheSecuritytabinyourInternet
Preferences.UsetheEncryptMessagetoolbarbuttondropdownmenutoselectDonotEncryptandsendamessage
withoutencryption.
To Send E-mail Messages Encrypted Using GoldMine

Youcanprotectemailmessageswithencryption.MessagesencryptedwithEncryptusingGoldMinecanbereadonlyby
otherGoldMineuserswiththecorrectpassword.Usethefollowingproceduretosendanencryptedemail.
NOTE: OnlyuserswiththeproperpasswordandworkinginGoldMinecanopenthemessage.
1. Onthetoolbar,clicktheEncryptMessage
button.TheEncryptionSettingsdialogboxopens.
NOTE: ifyouarereadingamessageandwanttoencryptitbeforesendingittootherGoldMineusersor
filingthemessage,automaticallyencryptusingGoldMine;otherwise,selectEncryptusingGoldMine.
2. SelectEncryptthemessage.
3. InthePasswordfield,typethepasswordyouareusingonthemessage.
4. IntheEncryptionmodedropdownlist,selecttheencryptionlevel.
5. ClickOKtosaveyoursettings.
GoldMine User Guide
To Send E-mail Messages Encrypted Using Digital ID

WhenyouencryptamessageusingadigitalID,youmusthavethecontact/recipient'sdigitalIDconfiguredintheRecord
Properties>ContactDetails.EncryptingamessagetoarecipientwithadigitalIDencryptsthemessageusingthe
recipient'spublickey.Whenrecipientsreceivethemessage,theydecryptsitusinghisorherprivatekey.Youcanconfigure
yourInternetSecuritysettingstoautomaticallyencryptalloutgoingmessageswithaDigitalID.
UsethefollowingproceduretosendanencryptedemailusingdigitalID.
1. ClicktheEncryptMessagedropdownarrow
buttonandselectEncryptusingDigitalID.Theoutgoingmessage
willbesentencrypted.
2. IfaDigitalIDisnotconfiguredforthecontact,awarningboxstatesGoldMinecannotencryptthemessage.ClickOKto
returntotheunsentmessagewindow.
3. Configurethecontact'sDigitalIDorremovetheencryptionfromthemessagebyclickingtheEncryptMessagedrop
downarrowandtogglingtheEncryptusingDigitalIDoptionoff.
To Send Digitally Signed E-mail

Whendigitallysigningamessage,youmusthaveadigitalIDconfiguredinGoldMine.Thedigitalsignaturecontainsyour
privatekeyandconfirmsfortherecipientyourFromaddressmatchesthesignature.ConfigureyourInternetSecurity
settingstoautomaticallysignalloutgoingmessageswithyourdigitalID.Formoreinformation,seetheGoldMine
AdministratorsGuide.
Onthetoolbar,clicktheSignwithDigitalID
button.Yourdigitalsignatureisaddedtotheoutgoingmessage.
Signature Failure Reasons

Thesenderandsignaturedonotmatch.
Thedigitalsignatureisexpired.
TheCertificateAuthorityisnotconfiguredinGoldMine.
Sending E-mail to Multiple Recipients

UsetheMailMergetabontheEditEmaildialogboxtosendtheemailtoallcontactsortoafilteredgroupofcontacts.Use
thefollowingproceduretosendanemailtomultiplerecipients
1. AttheEditEmaildialogbox,clicktheMailMerge
tab.
2. SelectMergethisEmailtoagroupofcontactstoactivatethemailmergeoptions.
3. Selectyourfilterorgroupinthedropdownlist,orclickon<Filtersof:>or<Groupsof:>toselectotherusersanduse
theirfiltersorgroups.
4. SelectConfirmeachrecipienttodisplayaconfirmationpromptforeachselectedrecipient.
5. Selectmergeoptions:
Primary.Mergesprimarycontactinformationwiththeselectedtemplate.
GoldMine User Guide
Additional.Mergesadditionalcontactswiththeselectedtemplate.GoldMinecanmassmergebothprimaryand
additionalcontactsintodocuments.Thiscontrolisusedtoaddorremoveadditionalcontactsfromamassmailing.
Other.Mergesotheremailaddresseslinkedtotheprimarycontacts.
LimittoEmailmergecode.Mergesprimaryandadditionalcontactswiththespecifiedmergecodes.Selectthe
mergecodesfromtheF2Lookuplist.Toentermultiplemergecodes,separateeachentrywithasemicolon(;).
Administrator.
Configuring E-mail Options

UsetheemailOptionstabontheEditEmaildialogboxtoconfigure:
PropertiesofyourmessagesuchasformattingthebodytextinRichTextFormat(.rft)andincludingareturnreceipt.
OptionsforrecordingyourmessagesuchassavingintherecipientsHistoryrecordandwithanOpportunityorProject.
Dateandtimetosendaqueuedmessage.
To Configure E-mail Options

1. AttheEmailCenter,clickNewMessageordoubleclickonanexistingemailmessage.
2. AttheEmailEditCenter,clicktheOptionsbutton
TheOptionsdialogboxopens.
3. Selectthefollowingoptionsasneeded.
Richtext(HTML).SendstheemailmessageinHTMLwhichprovidesmoresophisticatedformattingoptionssuchas
selectedfontsandinserted.BMPfiles.
IfyourrecipientssystemdoesnotsupportHTML,unselectthischeckboxtosendtheemailasplainASCIItext.
ToautomaticallycreateallemailmessagesinHTML,selectUseHTMLwhencreatingnewEmailontheAdvanced
taboftheInternetPreferencesdialogbox.
Wraplines.Whentextistypedtotheendofaline,GoldMineautomaticallyplacesthenextwordatthebeginning
ofanewline.Thisfeatureadjustslinestofitthewindowsizesotextwrapssmoothlywithoutbreaksinawindowof
anysize.Bydefault,GoldMinewrapstextlines.
Ifyouclearthisoption,GoldMineforceslinewrapbyplacingahardcarriagereturnatthepositionenteredinWrap
quotedlinesinrepliesatcolumn[x]intheComposingtaboftheInternetPreferenceswindow.
AttachVCard.AttachesyourVCard(.vcffile)tothemessage.AVCardcontainsbasiccontactinformationsimilarto
theentriesmadeinyourPersonaltaborotherinformationyouenteroutsideofGoldMine.Ifthereceivingsystem
hasVCardcapabilities,thesystemwilldecipherthe.vcffiletoimportthisinformation.Iftherecipientuses
GoldMine User Guide
GoldMinetoretrieveemail,GoldMinecanuseyourVCardinformationtocreateacontactrecordifnoexisting
contactrecordisdetected.
ToAutomaticallyAttachyourVCardtoAllOutgoingEmailMessages
a. OpentheToolsmenuandselectOptions.
b. Onthe<user>Optionsdialogbox,clicktheEmailtabandthenclicktheMoreOptionsbutton.
c. OntheEMailOptiondialogbox,clicktheComposingtabandchecktheAttachVCardtooutgoingE
mailoption.
NOTE: ThefollowingfieldsareusedinGoldMinewhenusingaddressinformationforthe
VCard(.vcffile):
MailingAddress=Address2(suite/roomnumber)
HomeAddressStreet=Address1(streetaddressonly)
Iftheaddressrequiresbothstreetaddressandsuite/roomnumber,includebothoftheseinthe
Address1field.
ThisinformationcanalsobeaccessedfromtheRegistrationtabintheGoldMineLicenseManager
(Tools>Configure>LicenseManager).Formoreinformation,seeUpdatingRegistration
InformationintheGoldMineAdministratorGuideorOnlineHelp.
Requestareturnreceipt.Returnsanemailacknowledgmenttothesenderupondeliveryoftheemailmessageif
thereceivingemailserversupportsthereturnreceiptfeature.
Tolinktoacontactwhensendingthemessagetosomeoneotherthantheprimarycontact,selectthe
additionalcontactinthedropdownlist.ThisoptionisavailablewhensendingtoGoldMineusers.
Toaddthemessagetoanopportunity,project,orcaselinkedtothecontact,selectthemintheRegarding
dropdown.
Toaddthemessagetoanopportunity,projectorcasethatisnotlinkedtoContactyet,clickNewandthen
selectNewOpportunity,NewCase,orNewProject.TheNewOpportunity,NewCaseorNewProjectdialog
boxappears.
Private.ForusersretrievingthemessageusingGoldMine,thisoptionrestrictsviewingcode,reference,andnotes
aboutthemessagetotheuserwhocreatedthemessage,therecipient,andanyuserswithMasterRights.Inthe
Calendar,otheruserscanseetheactivitybutcannotdisplaydetailsinanactivityzoom.
RSVP.(GoldMineemailonlynotavailableforInternetemail)Tracktaskdelegation.GoldMinenotifiesyouwhen
themessageiscompletedordeletedbytherecipientbycreatinganRSVPmessageinyourActivityList.
GoldMineassignsaResultcodetoeachRSVPactivity.TheResultcodeCmpontheRSVPactivityindicatesthe
originalactivitywascompleted.TheResultcodeDelindicatesthattheoriginalactivitywasdeletedbytheassigned
user.
Alarm.Setsupanalarmforthemessage.Whenamessageissettoalarm,GoldMinealertstherecipientthata
messagearrivedifthemessageisretrievedwithGoldMine.
Sendacopyoftheattachedfile(s)toGMrecipients.Sendsacopyofanattachedfilewhenyousendanemailtoa
GoldMineuser.
4. ToincludeCalendarandHistoryinformationwithyourmessage,clickQueue,CalendarandHistoryoptions.The
Queue,CalendarandHistoryoptionsdialogboxopens.
Toqueueamessagetobedeliveredlater,selectthetimeanddatetosendtheemailintheDateandTimefields,
clickOKandthenclickQueueonEditEmailtoolbar.
Tocreateahistoryrecordoftheemail,clicktheCreateahistoryrecordcheckbox.
Tosavethetextoftheemail,clicktheSavethebodytextcheckbox.
Tolinktheemailtoanactivity,typeinorselecttheactivitycodefromtheActivitylookupbox.
Tolinktheemailtoaresult,typeinorselecttheresultcodefromtheResultlookupbox.
ToaddareferencetotheReferencecolumndisplayedlaterontheHistorytaboftheContact,typeinorselectfrom
theF2LookuplistandtheclickOK.
YoucannowSend,Queue,SaveasDraftorcontinueeditingtheemail.
GoldMine User Guide
Creating E-mail Templates

Usethefollowingproceduretocreateanemailtemplate.
2. AttheDocumentManagementCenter,attheUserdropdownlistonthetoolbar,selecttheusertocreatethe
templatefor.Ifthetemplateisforallusers,select(public).
3. RightclickonEmailTemplatesandselectNew.
TheEditEmailwindowopens.
4. AttheSubjectfield,typethesubjectoftheemail.
NOTE: Thesubjectyoutypebecomesthesubjectlinewhenusingthetemplate;considerwhatyouare
sendingtocontacts.ThesubjectisalsothetemplatenameappearingintheDocumentManagement
Center,soitmustbeunique.
5. ClickAttachfilesbuttonontheEditEmailtoolbartoattachafiletothetemplate.
6. Browsetolocatethefileyouareattachingtothetemplate.
7. SelecttheOptionstabtoconfiguretemplateformattingandencodingoptions.
8. SelectRichtext(HTML)tosendthemessageinHTML.TheRichtextformatoptionsletsyouusespecializedfontsand
insert.bmpfiles.
Ifyourrecipient'ssystemdoesnotsupportHTML,leavethecheckboxblanktosendthemessageasplainASCIItext.
9. Wraplinesisthedefault.Whenawordistypedattheendofaline,thenextwordisplacedatthebeginningofthe
followingline.
Whencreatingatemplate,youcannotchangethisoption.
10. SelectAttachVCardtoincludea.vcffilewithyourmessage.TheVCardcontainsbasiccontactinformation.
11. SelectRequestareturnreceipttoreceiveanemailacknowledgementfromtherecipientuponreceipt.Thisoption
returnsresultsonlyiftherecipient'semailsystemsupportsthereturnreceiptfeature.
GoldMine User Guide
12. Clickinthelowerpaneandbegincreatingthebodyofthemessage.Usetheseeditingoptionstocreatethemessage:
HTMLToolbar
LocalMenu
13. Ifdesired,insertGoldMinefieldsintothemessagebody,creatingadynamicemailmessageusingdatafromthe
contactrecordinthemergeddocument.RightclickinthemessageboxandselectActions>InsertGoldMineField.
14. Tosavethetemplate,rightclickandselectActions>Savetemplate.
TIP:InsertKey1Key5fieldsbyplacingthecursoratthelocationtoinsertthefieldandtype.Forexample,
<<key1>>,toinsertthedatafromtheKey1fieldinthemergedemail.Insertuserdefinedfieldsbyplacing
thecursorandtyping<<Contact2>Ufieldname>>
To Clone an Existing E-mail Template

3. RightclickontheEmailtemplatenameandselectClone.TheSelectaUserdialogboxappears.
4. SelecttheusertocreatetheclonedtemplateforfromtheUserNamedropdownlist.
5. ClickOK.TheEditEmailwindowappears.
6. EnteraSubjectforthetemplate.TheSubjectwillbecomethenameforthetemplateandshouldauniquenameto
distinguishitfromothertemplates.
7. Editthetemplateasneeded(see"CreatingEmailTemplates"onpage135),thenclicktheSavetemplatebutton.
To Edit an E-mail Template

2. AttheDocumentManagementCenter,selecttheUserfromthedropdownlistwhosetemplateyouwanttoedit.
3. RightclickontheEmailtemplatenameandselectEdit.TheEditEmailwindowappears.
4. Makeanydesiredchanges,thenclicktheSavetemplatebutton.
GoldMine User Guide
Using the Mail Merge Properties for E-mailing

2. AttheDocumentManagementCenter,selecttheUserfromthedropdownlistwhosetemplateyouwanttoedit.
3. RightclickontheEmailtemplatenameandselectEdit.TheEditEmailwindowappears.
4. OntheRecipienttab,selectoptionsfromthefollowingareas:
ContactSelection:
ThisContact:MergestheemailmessagewiththeprimarycontactfromtheactiveContactRecord,orselectan
additionalcontactfromthedropdownlist.
Allcontactslinkedto(contactname):Mergestheemailmessagewiththeprimaryandadditionalcontactsfor
theactiveContactRecord.
Allcontactsinthefollowingfilterorgroup:MergestheemailmessagewithALLContactRecordsorwiththe
filteredgrouporcontactgroupselectedfromthedropdownlist.
IfyouselectAllcontactslinkedto(contactname)orAllcontactsinthefollowingfilterorgroup,selectfromto
additionaloptions:
Primary:Mergestheemailmessagewiththeprimarycontact.
Additional:Mergestheemailmessagewiththeadditionalcontacts.
Other:Mergestheemailmessagewiththeotheremailaddressesassociatedwiththeprimarycontact.
LimittoEmailmergecode:MergestheemailbasedonthecodeselectedintheF2Lookuplist.
Delivery:
Sendnowtosendtheemailimmediately.
QueuefordeliveryatthetimesspecifiedintheServerAgentsAdministrator.
5. SelecttheFileinHistorytab,andthenselectfromthefollowingoptions:
Createahistoryrecord:CreatesarecordontheHistorytaboftheselectedcontacts.
Savethetemplatetextinhistory:Includesthemessageinthehistoryrecord.
UpdateReferencefieldusingadBASEexpression(optional):Changesthereferencefieldfromthetemplatename
tothedBASEexpressionyoutypeinthetextbox.
NOTE: TodisplaytextintheReferencefield,usequotesaroundthetext.Forexample,"Phaseoneof
campaign"displaysthisphraseintheReferencefieldontheHistorytab.
Activity:Specifiesanactivitycode.
Results:Specifiesaresultscode.
6. ClickOK.
Sending E-mails from the Document Management Center

UsethefollowingproceduretosendemailsfromtheDocumentManagementCenter.
1. SelectGoTo>DocumentTemplatesorclicktheDocumentsbuttononthetoolbar.
2. AttheUserfield,selectauserfromthedropdownlist.
3. HighlightandrightclickontheemailtemplateyouwanttosendandthenclickMerge.
GoldMine User Guide
4. Selecttheuserandtemplateintheappropriatefields,ifnotalreadyselectedandthenclickOK.
Theemailisreadytobesent.
Ifyousendtheemailimmediately,arecordofwhatwassenttothecontactisfiledontheHistorytab.
Replying to an Activity
Usethefollowingproceduretodeterminehowactivityinformationisrecordedwhenreplyingtoauser'semail.
1. AtthePendingtab,rightclickonalistedactivityandselectReply.
TheReplytoanactivitydialogboxopens.
GoldMine User Guide
2. Selectoneofthefollowingradiobuttons:
Fileinhistory.Thisbuttondeletestheactivityandcreatesarecordoftheoutgoingemailmessageonthecurrent
tab.ItcreatesahistoryrecordoftheactivityandaddsarecordoftheoutgoingemailmessageontheHistorytab.
Deletetheactivity.Thisbuttondeletestheactivityfromthecurrenttabandcreatesarecordoftheoutgoingemail
messageonthecurrenttabandtheHistorytab.
RetainintheInBox.Thisbuttonleavestheactivityonthecurrenttabandcreatesarecordoftheoutgoingemail
messageontheHistorytab.
SelectCarryovernotestokeepnoteswiththeactivityrecord.
3. ClickReply.
TheEditEmailwindowopenswiththemessageaddressedtotheGoldMineuserwhocreatedtheactivity.
4. EditthemessageasneededandthenclickSend.
Spell-Checking E-mail
UsetheEmailCentertocheckthespellinginthemessage,improveprofessionalpresentation,andcustomizethespell
checker.
OpentheUserOptions>Spelltabdialogboxforbasiccustomization;formoreinformation.see"SettingOptionsforthe
SpellerTab"onpage41.
Youcancustomizethespellerasyouwork,addingwordsandcreatingindividualorcompanydictionaries.Formore
information,see"CreatingDictionaries"onpage140.
To Spell Check an E-mail

1. Aftercreatingyouremail,clickCheckSpellingbuttonontheEmailCentertoolbar.
TheCheckSpellingdialogboxopens.
ThequestionablewordappearsintheNotinDictionaryfield.
SuggestionsarelistedintheSuggestionslist.ThewordsdisplayedarebasedontheoptionsselectedontheSpellertab.
2. Selectanoption:
Ignore.Skipsthisoccurrenceofthequestionableword;ifthewordcomesupagain,itwillbetaggedanddisplayed.
IgnoreAll.Skipsthisandallsubsequentoccurrencesofthewordinthisdocument.
Add.ThewordisaddedtothedictionarydisplayedintheAddwordstotextbox.
Change.ReplacesthequestionablewordwiththeonehighlightedintheSuggestionslist;or,ifthewordisedited,
theeditedwordisusedasthereplacement.
ChangeAll.Changesthisandallsubsequentoccurrencesofthewordinthedocument.Theselectedwordinthe
Suggestionslistisusedunlessthewordisedited,inwhichcasetheeditedwordisused.
Suggest.Searchesmorethoroughlyforasuggestedreplacementwordforthequestionableword.Eachtimeyou
presstheSuggestbutton,adeepersearchismade.Whenthespellcheckerexhaustsallpossibilities,theSuggest
buttonisdisabled.
3. Toeditaquestionableword,typearevisedversionofthewordintheNotinDictionarytextbox.Ignorechangesto
Undoedit.
ClickingUndoeditreturnstheeditedwordtotheoriginalform.
4. UsetheCheckSpellingdialogboxtochangetheOptionsandDictionaries.
5. SelectUndoifyoumadechangestoadocumentwithIgnoreorChangeandwanttoundothechanges.
TheUndobuttontakesyoubackonewordatatime.
6. ClickCanceltostopthespellcheckerandclosethewindow.
GoldMine User Guide
Creating Dictionaries
UsetheGoldMinespellcheckertoconfigureandcustomizethedictionaryforeachuser.Addwords,importfiles,and
changetheactiononindividualwords.
Usethefollowingproceduretocreatedictionaries.
1. SelectTools>OptionsandthenselecttheSpellertab.
2. ClickSetupDictionaries.TheDictionariesdialogboxopens.
3. Selectfromthefollowingoptionsasneeded.
TheWordstextboxletsyouaddawordoreditthehighlightedwordfromthetextbox.Thetextboxlistingdisplaysthe
wordsintheFiles.tlxfile.
Toaddaword,typethewordandthenclickAddWord.
Toeditaword,highlighttheword,typethecorrectionandclickAddWord.
Totypecasevariationsonaword,attheOtherwordfield,typeinthewordandthenclickAddWord.
4. ClickDeleteWordtoremovethewordfromthedictionaryfile.
5. ClickImporttoimportthewordsina.txtfiletothecurrentFiles.tlxfile.
NOTE: Whenfileswithmultiplewordphrasesareimported,eachwordaddsindividuallyratherthanasa
phrase.
6. ClickExporttoexportthewordsinthecurrentFiles.tlxfiletoa.txtfile.
7. AttheActiondropdownlist,selectanactiontoapplytoindividualwords:
Autochange(usecaseofcheckedword)
Conditionallychange(usecaseofotherword)
Conditionallychange(usecaseofcheckedword)
Ignore(skip)
Exclude(treatasmisspelled)
GoldMine User Guide
Toapplyanactiontoaword:
a.
b.
c.
d.
e.
HighlightthewordintheWordstextboxlisting.
SelecttheactionfromtheActiondropdownlist.
ClickAddWord.Theactionyouselectedappliestothatword.
TheFilesdropdownlistdisplaysavailablecustom.tlxdictionaries.
ClickAddFiletobrowsetoother.tlxfiles.
NOTE: The.tlxfilesstoreinuserfoldersintheSpellerfolderofthemainGoldMinedirectory.
8. Tocreateanewdictionary,clickNewFile.
A.tlxfileiscreated,andtheNewDictionarydialogboxappears.
TypethenewFileName.SelecttheLanguagefromthedropdownlistandclickOK.
9. ClickRemoveFiletodeletethecurrent.tlxfile.
10. ClickClosetosavethesettings.
Retrieving E-mail
UsethefollowingproceduretoretrieveInternetemail.
1. SelectGoTo>EmailtojumpdirectlytothePOPPassworddialogboxforretrievingfromyourprimaryaccount.
2. IfyouareintheEmailCenter,clicktheemailaccounttoretrieve.
3. ThePOPPassworddialogboxappearsifyoudonothaveyourInternetemailpasswordconfiguredintheInternettab
ofyourUser'sOptions.
4. TypethePasswordandclickOK.
GoldMinedownloadsthewaitingemailfromyourPOP3serveremailaccount.
5. ReadandprocessyouremailwhileconnectedonlineormoveittoyourGoldMineInboxanddisconnectfromyoure
mailserver.ToreademailintheEmailCenter,doubleclickthemessage.
NOTE: WhenyoumovemessagesfromOnlinetoInbox,theAttachEmailtoContactdialogboxappears.
Selecthowtolinkmessagestocontacts.
6. Toprocessthemessage,rightclickthemessageintheEmailre:textboxandselectActions.
YoucanalsoreadretrievedemailbyselectingReadfromthelocalmenuintheActivityListoronthePendingtabof
thecontactrecord.
7. ConfigureemailsettingsbyselectingTools>Options.
TheUser'sOptionsdialogboxopens.SelecttheEmailtab.
8. Aftertheemailoptionshavebeenset,retrieveinternetorOutlookemailmessagesmanuallyorautomaticallyinthe
EmailCenter.
9. SelectGoTo>Mail.TheEmailCenteropens.
IntheviewwindowoftheNavigationPane,clickanaccountinyourOnlinefoldertocheckinternetemail,oropenthe
OutlookfoldertomanageOutlookmessages.
10. Toprocessthemessage,rightclickonAction.
Youcanselectanyoptiondependingonhowyouwanttoprocessthemessage(forexample,Reply,Forward,andso
on.)
YoucanalsoreadretrievedemailbynavigatingtothelocalmenuintheActivityListorPendingtabofthecontact
recordandtheselectingRead.
11. IntheviewwindowoftheNavigationPane,clickanaccountinyourOnlinefoldertocheckinternetemail,oropenthe
OutlookfoldertomanageOutlookmessages.
GoldMine User Guide
Linking E-mail Messages to Contacts

YoucanattachemailmessagestocontactsusingtheAttachEmailtoContactdialogbox.
Usethefollowingproceduretolinkanemailtoacontact.
1. SelectGoTo>Mail.
2. IntheEmailCenter,movemessagestotheInboxorrightclickandselectFile.
TheAttachEMailtoContactdialogboxappearsdisplayingthesender'sInternetaccountname,returnaddress,subject
ofthemessage,andtheVCardnameifthereisone.
IfthemessagewassentwithaVCard,selectUsetheVCardinformationifyoucreateanewcontactbasedontheVCard
information.
3. Foranunlinkedmessageselectone:
Findanexistingcontactandlinkthismessagetoit.UsetheContactSearchCentertoselectacontact.GoldMine
willassociatethemessageandVCardfilewiththeselectedcontact.
Createanewcontactandlinkthismessagetoit.UsestheVCardinformationtocreateacontactanddisplaysthe
ReadEmaildialogbox.GoldMinewillassociatethemessageandVCardfilewiththeselectedcontact.
Findanexistingcontact,createanewadditionalcontact,andlinkthismessagetoit.UsetheContactSearch
Centertoselectacontact.GoldMinewillcreateanadditionalcontactfromthesenderofthemessage,thenlink
themessagetothecontactrecord.
Donotlinkthismessagetoanycontact.DisplaystheReadEmaildialogboxwithoutassociatingthemessageor
VCardinformationtoaneworexistingcontact.
Ifyouhaveselectedoneofthefirstthreeoptions,youcanselectLinktheaddress<EmailAddress>tothecontactto
linktheFrom:emailaddressoftheretrievedmailtothecontact.
4. ClickOK.Iflinkingmultiplemessages,thedialogboxappearsforthenextmessage.
Reading E-mail
TheEmailReaderwindowistheprimarywayyouworkwithindividualemailmessages.
Usethefollowingproceduretoreadanemail
1. LaunchtheEmailReaderbydoubleclickingamessageintheEmailCenterorthecontact.
2. OntheRetrievaltaboftheInternetPreferencesdialogbox,selectOpenReadEmail.
GoldMineopensyouremailuponretrieval.
3. TheEmailReaderwindowdisplaysthefullmessagewithselectedheaderinformation.Usethetoolbarorrightclickthe
messagebodyandselectanoptionfromthelocalmenu.
NOTE: GoldMinedecodesanddisplaysemailmessagesandattachmentscreatedintheMSRTF(RichText
Format)sentaswinmail.datfilesratherthandisplayingthemasattachments.Thiscreatessmoothinter
operabilitybetweenOutlookmessagescreatedinOutlookandGoldMine.
GoldMine User Guide
Reading E-mail Sent with Digital IDs

YoucanreceiveemailmessagesdigitallysignedandencryptedfromnonGoldMineusers.
Tosendyouasignedemailmessage,thesendermusthaveaDigitalIDfromavalidCertificateAuthority.
Tosendyouanencryptedemailmessage,sendersmusthaveyourDigitalIDpublickeyfromavalidCertificate
Authority.Whenreceivingthemessage,GoldMineasksyouforyourpasswordinthePrivateKeyPassworddialogbox.
TIP:Formoreinformation,see"UsingDigitalIDswithEmailMessages"onpage144.
SignedIconinInbox
SignedwithaDigitalID.Whenreceivingadigitallysignedmessage,the
messageincludesthesender'sdigitalsignatureandpublickey.
Whenthemessagesignatureisverified,theInboxdisplaysasignatureiconnext
tothemessage.Whenyouopenthemessage,youarenotifiedifthesignature
isverifiedorifthesignatureverificationfailed.
EncryptedIconinInbox
SignedandEncryptedIconin
Inbox
Encrypted.Whenreceivingadigitallyencryptedmessage,themessagewas
encryptedwithyourpublickey(suppliedtothesenderatanearliertime).The
messageisdecryptedusingyourprivatekeyYouareaskedtosupplythe
passwordtoyourprivatekeytoreadthemessage.
SignedandEncrypted.Whenreceivingadigitallysignedandencrypted
message,themessageincludesthesender'sdigitalsignatureandamessage
encryptedwithyourpublickey(suppliedtothesenderatanearliertime).
Themessagesignatureisverifiedandthemessagedecryptedusingyour
privatekey(configuredinGoldMine).Youareaskedtosupplythepasswordto
yourprivatekeyinordertoreadthemessage.
SignatureVerifiedBanneronMessage
FailedEncryptedandSigned
IconinInbox
GoldMine User Guide
SignatureVerificationFailedBanneronMessage
Using E-mail Templates

EmailtemplatecreatedintheDocumentManagementCenter(see"CreatingEmailTemplates"onpage135)canbeused
whencreatinganemailtoprefillthebodyofthemessage.
1. SelectActions>Email,orSchedule>GoldMineEmail.
2. FromtheEMailCenter,clickNewMessageinthetoolbar.
TheEditEmaildialogboxopens.
3. AttheSubjectdropdownlist.selectthetemplate.
4. Toselectthetemplateofanotheruser,clickSelectTemplateUser.
5. Editthemessageasneeded.
Administrator.FormoreinformationabouttheServerAgents,seetheGoldMineAdministratorsGuide.
Creating E-mail Distribution Lists

UsethefollowingproceduretocreatecustomemailDistributionListsofcontacts,users,andmanualemailaddresses.
1. IntheEmailCenter,rightclickandselectOptions>SetupDistributionLists.
2. AttheDistributionListCenter,rightclicktheupperrightpaneandselectNewDistributionList.
3. TypeadescriptivenameforthelistandpressEnter.
4. Rightclickthenewdistributionlistandselectoneofthefollowingoptions:
AddContact.AddacontactfromtheContactSearchCenter.
AddContactsEmail.AddacontactfromtheContactSearchCenterandspecifytheemailaddress.
AddUser.Addauserorusergroup.
AddManualEmailaddress.Selectortypetheemailaddress.
NOTE: YoucanaddmorethanonerecipienttotheDistributionlist.
Using Encryption and Digital IDs

Using Digital IDs with E-mail Messages
IfyouandyourcontactusedigitalIDstoverifysignaturesandsendencryptedemailmessages,youcanuseGoldMineto
configureyourInternetEmailOptions.
YourdigitalID,alsoknownasadigitalcertificate,isafilesentwithanemailmessageidentifyingyouastheauthentic
sender.DigitalIDcertificatesarefilesissuedbyacertifiedsecurityauthoritysuchasVeriSign,Inc.,orfromyourMicrosoft
ExchangeServeradministrator.DigitalIDshaveanexpirationdateandmustberenewedperiodicallytoremainvalid.A
digitalIDtypicallycontains:
Yournameandemailaddressasadigitalsignature
Yourpublickey
Expirationdateofthepublickey
NameoftheCertificationAuthority(CA)whoissuedyourDigitalID
SerialnumberoftheDigitalID
DigitalsignatureoftheCA
GoldMine User Guide
Using Digital IDs

Adigitalsignatureprovidessecuritybyverifyingthemessageoriginatedfromaspecificpersonandthatthemessagehas
notbeenaltered.AdigitalIDalsoworksasamessageencryptionmethod.DigitalIDencryptionscramblesamessagewitha
recipientspecificalgorithm.
Public and Private Keys

ThedigitalIDencryptionusesasystemofkeypairsthatincludeapublickeyusedtoencryptamessageandaprivatekey
usedtodecryptamessage.Thesenderofasecureemailmusthavetherecipient'spublickeytoencryptthemessage.
Whenthemessageisreceived,itisdecryptedusingtherecipient'smatchingprivatekey.
UsingGoldMineyoucanexchangeencryptedemailmessageswithacontact.Youmusthavethecontact'sdigitalIDthat
includeshisorherpublickeyandthecontactmusthaveyourdigitalIDthatincludesyourpublickey.
InGoldMine,youmustthenimportthecontact'sDigitalIDusingthecontact'sEdit>RecordProperties>ContactDetails>
DigitalIDstabandimportyourDigitalIDusingyourInternetEmailPreferences>Securitytab.
Forexample,whenyousendanencryptedmessagetoacontact,itisencryptedinGoldMineusingthepublickeythe
contactprovidedyou.Whenheorshereceivesthemessage,itisdecryptedbythecontact'semailapplicationusinghisor
herprivatekey.Conversely,whenacontactsendsyouanencryptedmessageitisencryptedbythesender'semail
applicationwithyourpublickey(providedearlier).Whenyoureceivethemessage,itisdecryptedusingyourprivatekey.
Levels of Security
Signed.Themessageissignedwiththesender'sprivatekey.Sendingamessagewithadigitalsignatureconfirms
themessagewassentbythesenderlistedintheFromaddress.
Encrypted.Themessageissentwiththerecipient'spublickey.Therecipientprovidesyouwithhisorherpublickey
beforeyousendthemessage.Whenamessageisencrypted,thebodyandattachmentsarehiddenfromanyone
whodoesnothavetherecipient'sprivatekey.Onlytherecipientshouldhavetherecipient'sprivatekey.An
encryptedmessagedoesnotguaranteetotherecipientthatthesenderisthenameintheFromaddress.
SignedandEncrypted.Themessageissignedwiththesender'sprivatekey,confirmingfortherecipientthe
messagewassentbythesenderintheFromaddress,anditisencryptedwiththerecipient'spublickeyandthen
decryptedwiththerecipient'sprivatekeywhenheorshereceivesthemessage.
Sharing Public Keys

Forsecurityreasonsdonotshareyourprivatekey.Youcanshareyourpublickeywithcontactstwoways:
DigitalIDSignature.YourDigitalIDisattachedtoanymessagethatincludesaDigitalIDSignature.Therecipient
canthenextractitandimportitintohisorheremailapplication.Forexample,inOutlooktheusercanrightclick
thesender'snameonamessageandaddthecontacttohisorherexistingcontacts.ThedigitalIDcertificateis
included.
Export.ExportyourDigitalIDsendittoacontactwhocanthenimportthefileintohisorheremailapplication.For
example,inOutlookthefileisimportedonthecontact'sCertificatetab.
GoldMine User Guide
Using Digital IDs in GoldMine

ConfiguringContacts'DigitalIDs.Importsacontact'sdigitalIDintothecontactrecord.See"SettingDigitalIDsin
ContactDetails"onpage146.
ConfiguringGoldMineUsers'DigitalIDs.ImportsyourdigitalIDintoGoldMine.Youdeterminethesignatureand
encryptionsettings.See"ToSetEmailOptionsontheSecurityTab"onpage37.
SendingDigitallySignedEmailMessages.SendsamessagewithyourDigitalIDsignature.See"ToSendDigitallySigned
Email"onpage132.
SendingEncryptedEmailMessages.SendsindividualmessageswithadigitalIDsignatureorGoldMineencryption.See
"SendingEncryptedEmail"onpage131.
ReadingEmailMessagesSentwithDigitalIDs.Readingdigitallysigned,encrypted,orsignedandencryptedemail
messages.See"ReadingEmailSentwithDigitalIDs"onpage143.
Setting Digital IDs in Contact Details

IfacontactusesadigitalIDwhensendingyouemail,configurethecontact'srecordwiththeIDinformation.
1. WiththecontactrecordactiveinGoldMine,selectEdit>RecordProperties>ContactDetails.
2. AttheContactDetailsdialogbox,selecttheDigitalIDstab.
3. ClickImporttoaddacontact'sdigitalIDfiletotheGoldMinecontactrecord.
TheImportDigitalIDdialogboxopens.
4. IntheFilenamefield,typeorbrowsetothe*.p7bor*.cercertificatefileyouareimporting.
5. IntheNamefield,typethenametodisplay.
6. ClickOKtoreturntotheDigitalIDstab.
7. Toexportthefiletoanotherlocation,clickExport.
8. Toreviewthecertificatedetails,clickView.
9. ToremoveadigitalID,highlighttheIDandclickDelete.
GoldMine User Guide
About the Literature Fulfillment Center

UsetheLiteratureFulfillmentCentertomanageandtrackbrochures,pricelists,andotherpublicationssenttoyour
contacts.
TheLiteratureFulfillmentCenterstoresandprocessesliteraturerequestsinoneeasytoviewandmanagelocation.New
publicationscanbeaddedtoalistforotheruserstoselectfortheircontacts.
YoucanperformthefollowingtasksintheLiteratureFulfillmentCenter:
Adddocuments
Editdocumentproperties
Fulfillorrejectscheduledrequests
Editscheduledrequests
Fulfillorrejectqueueddocuments
Editscheduleddocuments
Generalmanagementdisplaysintheleftpaneandspecificrequestsintheupperrightpane.Thelowerrightpanedisplays
associatedattachmentsorapreviewwindowofthedocumentthatwasprinted.
To Access the Literature Fulfillment Center

1. SelectGoTo>Literature.
TheLiteratureFulfillmentCenteropens.
2. Usethetoolbartoexecutecommandsorlocalmenuoptionsintheleftpanetomanage:
LiteratureList.Apredefinedliteraturelistthatvariesdependingonwhichusercreatedtheliteraturepacket.This
listisavailablewhenyouscheduleaLiteratureRequest.WhenselectingaLiteratureListinthelefthandpane,the
literatureoptionsdisplayintherightpane.
RightclickontheLiteratureListtoaccessthelocalmenu.
Refresh.RefreshtheLiteratureList.
RefreshAll.Refresheverythingintheleftpane.
GoldMine User Guide
LiteratureRequests.Literaturerequestsbydate.Whenyouselectadate,theliteraturerequestsscheduledforthat
dateordaterangearedisplayedintheupperrightpane.Theliteraturerequestsareaddedbyschedulinga
LiteratureRequest.
RightclickonLiteratureRequeststoaccessthelocalmenu.
Expand.Expandthedateoptions.
QueuedDocuments.Queuedrequestsbydate.Whenselectingadate,theliteraturerequestsscheduledforthat
dateordaterangedisplayintheupperrightpane.
QueueddocumentsareaddedtotheLiteratureFulfillmentCenterwhenconfiguringMailMergeproperties
throughtheDocumentManagementCenter.QueueddocumentscanbemanuallyfulfilledthroughtheLiterature
FulfillmentCenterorautomaticallyexecutedattheselectedtimeifyouconfiguredtheServerAgentstoPrint/FAX.
RightclickQueuedDocumentstoaccessthelocalmenu.FormoreinformationonMailMergeproperties,see
"UsingMailMergePropertiesforPrinting"onpage123.
QueuedDocumentsLocalMenu
PrintedDocuments.Documentsandliteraturerequestsyoufulfilled.RightclickPrintedDocumentstoaccessthe
localmenu.
Expand.Expandthedateoptions.
PurgeAll.DeleteallinformationfromthePrintedDocumentslist.
Adding Documents to the Literature Fulfillment Center

UsethefollowingproceduretoaddanexistingpublicationorfiletotheLiteratureList.
2. AttheLiteratureFulfillmentCenter,highlightLiteratureListintheleftpaneandrightclickandselectNewfromthe
localmenu.
TheLiteraturedialogboxopens.
GoldMine User Guide
3. IntheOutputTodropdownlistyoucanselectoneofthefollowing:
Stock.Literaturethatisprintedandavailableasshelvedstock.
Printer.Literaturethatistobeprintedfromafile.
FAX.Literaturethatistobesentviafax.
4. IntheTypefield,typeorselecttheliteraturetypefromtheF2Lookuplist.
5. IntheDescriptionfield,typeorselectabriefdescriptionoftheliteraturefromtheF2LookuplistandthenclickOK.
Editing Documents in the Literature Fulfillment Center

Usethefollowingproceduretoeditdocuments
2. AttheLiteratureFulfillmentCenter,highlightLiteratureListintheleftpane.
Thedocumentsarelistedintheupperrightpane.
3. RightclickthedocumenttoeditandselectEditfromthelocalmenu.TheLiteraturedialogboxappears.
4. IntheOutputTodropdownlist,selectone:
Stock.Printedliteratureavailableasshelvedstock.
Printer.Literaturetoprintfromafile.SelectthefilepathandclickEdittomakechanges.
FAX.Literaturetofax.SelectthefilepathneededandclickEdittomakechanges.
5. IntheTypefield,typeorselecttheliteraturetypefromtheF2Lookuplist.
6. IntheDescriptionfield,typeorselectabriefdescriptionoftheliteraturefromtheF2Lookuplist.andthenclickOK.
Fulfilling or Rejecting Scheduled Literature Requests

WhenaLiteratureRequestisassignedtoyou,therequestappearsonyourcalendarasLitintheTaskpane.
Usethefollowingproceduretofulfillorrejectscheduledliteraturerequests
2. AttheLiteratureFulfillmentCenter,selectyournameintheUserdropdownlisttoviewrequestsassignedtoyou.
3. SelecttheLiteratureRequestsdateordaterangefortherequest.Theliteraturerequestappearsintheupperright
pane.
4. Highlighttheliteraturerequestandrightclick.Selectoptionsinthelocalmenu.
5. Tofulfilltherequest,notetheattachmentstosendandselectFulfill.
Ifaliteraturerequestistobeprintedorfaxed,thedocumentisprintedorfaxed.Attachmentsarenotsent
automaticallyandmustbehandledasperyourusualofficeprocedure.
6. Torejecttherequest,selectReject.
7. AttheRejectionofLiteratureRequestsdialogbox,typeorselectthereasonintheF2Lookuplist.
IfthisactivitywasscheduledwithanRSVP,GoldMinenotifiesthepersonwhoassignedittoyoustatingwhyitwas
rejected.
FulfilledrequestsaremovedfromPendingtotheHistorytab;therequestappearsinthePrintedDocumentsareaofthe
LiteratureFulfillmentCenter.
GoldMine User Guide
Fulfilling or Rejecting Queued Documents

QueuedDocumentsintheLiteratureFulfillmentCentercomefromtheDocumentManagementCenterandweremerged
withoneormorecontacts.Formultiplecontacts,eachcontactislistedseparatelyintheupperrightpanewhenyouselect
theassigneduseranddatethedocumentwasqueuedfor.
QueueddocumentsarefulfilledwhenusingthePrint/FAXServerAgent;tosendthedocumentimmediatelyorremoveit
fromthequeue,usetheQueuedDocumentsareaoftheLiteratureFulfillmentCenter.
Usethefollowingproceduretofulfillorrejectqueueddocuments.
3. SelecttheQueuedDocumentsdateordaterangefortherequest.Thequeueddocumentappearsintheupperright
pane.
4. Highlightthedocumentandrightclick.Selectoptionsinthelocalmenu.
5. Tofulfilltheprintorfaxrequest,rightclickandselectFulfill.
Thedocumentwillprintorsend,dependingonthesettingsconfigured.
6. Torejecttherequest,rightclickandselectReject.
7. AttheRejectionofQueuedDocumentdialogbox,typeorselectthereasonintheF2Lookuplist.
FulfilledrequestsarewrittentotheHistorytab;therequestappearsinthePrintedDocumentsareaoftheLiterature
FulfillmentCenter.
Editing Scheduled Literature Requests

UsethisproceduretoeditaLiteratureRequestassignedtoyou.
1. SelectGoTo>LiteratureFulfillment.
3. SelecttheLiteratureRequestsdateordaterangefortherequesttoacton.Theliteraturerequestappearsintheupper
rightpane.
4. Highlighttheliteraturerequest,rightclick,andselectEdit.
TheScheduleaLiteratureRequestdialogboxappears.
About Telemarketing Scripts

UsingGoldMinesbranchingscripts(see"UsingTelemarketingScripts"onpage152),ausercangatherinformationby
workingthroughaseriesofinteractivequestions.Branchingscriptsorganizequestionsinaflowcharttypeformat.
Usescriptstoautomateavarietyoftaskssuchasguidingtelemarketersthroughsalescalls,collectingsurveyinformation,
andtrainingnewsalespeople.
BranchingscriptsareGoldMinesversionofonlinequestionnaires.Withabranchingscript,telemarketerscandeliver
structuredinformationtoaprospectand,basedontheprospectsresponse,workthroughapredefineddialogofrelated
information.
Additionalinformationcanbedesignedtoanswerthecustomersanticipatedinquiriesorproviderequestedinformation,
soanaccurateresponsetothecustomersneedsisreadilyavailable.
Eachscriptquestioncancontainanunlimitednumberofpossibleanswers,andeachanswercanbranchouttoadifferent
question.Ascriptcancontainupto99questions.
Whilethescriptisbeingexecuted,informationontheprospectsresponsescanbesavedintheNotesfieldoftheactive
contactrecordorplaceddirectlyintooneofthefieldsofthecontactsrecord.Oncethisdataisentered,filterexpressions
canbeusedtoselectcontactswhorespondedsimilarlytoscriptquestions.
GoldMine User Guide
Branching Scripts Workflow

BeforeattemptingtoenterabranchingscriptinGoldMine,maptheentirescriptstructureonpaper.Thisstrategycanbe
helpfulincreatingabranchingscript:
1. Decidewhatquestionstoaskandthepossibleresponses.Listquestionswithalltherelatedresponsesdirectlybelow
2.
3.
4.
5.
them.Drawlinesconnectingeachresponsetotheappropriatefollowupquestion.Noteeachquestioncanhaveseveral
responselinesleadingtoit.However,noresponseshouldhavemorethanonelineleadingfromit(eachresponsecan
onlybranchtoonequestion).
Numbereachquestion.Trytoselectanumberingschemethatkeepsquestionsinanaturalsequence.Iftherearesub
brancheswithinthescript,youwillhavetojumpnumbers.Agoodruletofollowistonumberthequestionsinaway
thatnoanswerleadstoalowervaluedquestion.Numberquestionsinintervalsof5or10soadditionalquestionscan
beinsertedlaterinthescriptwithouthavingtochangethenumberingscheme.
Whenallthequestionsarenumbered,followeachquestionbacktotheprecedinganswer,andenterthequestion
numbernexttotheresponse.ThesenumbersaretheGotovaluesenteredintoGoldMine.
Determineifanyquestionsshouldbeomittedfromthedialog.Markthemontheworksheet.
Tostorethetextofaselectedresponseinafield,enterthenameofthefieldtobeusednexttothequestionnumber
ontheworksheet.Mostfieldsinthecontactrecordcanbeusedtostorescriptresponses.
NowyouarereadytoenterthescriptinGoldMine.
Creating Telemarketing Scripts

Usethefollowingproceduretocreateatelemarketingscript.
1. SelectGoTo>Scripts.
2. AttheScriptdialogbox,clickMaintainScripts.
TheBranchingScriptsListingdialogboxopens,listingscriptnamesinthemainpaneandthenumberoftimesrun.
3. ClickNew.
TheBranchingScriptsProfiledialogboxopens.
Branching Scripts Listing Dialog Box

ThefollowingbuttonsappearontheBranchingScriptsListingdialogbox:
NeworEdit.OpenstheBranchingScriptProfiledialogbox.
ClickNewtocreateatelemarketingscript.
Delete.Removesthescript.
Reset.Resetstheselectedscriptstatistics,includingallresponsepercentages,andthenumberofruns.
Close.Exitsthedialogbox.
Branching Script Profile Dialog Box

ThefollowingoptionsappearontheBranchingScriptsProfiledialogbox:
Number.Determinesthelocationofthescriptinthebrowsewindow.Lowernumberedscriptsappearhigheronthelist.
Script.Descriptivetitleforthescript.
ExistingquestionsdisplayintheScriptQuestionspane.
New.DisplaystheBranchingScriptQuestiondialogboxwhereyouaddascriptquestion.
ClickNewtocreateatelemarketingscript.
Edit.DisplaystheBranchingScriptQuestiondialogboxwhereyoueditthehighlightedscriptquestionsnumber,title,
orresponses.
Delete.Deletestheselectedscriptquestion.
GoldMine User Guide
Branching Script Question Dialog Box

WhenyouselectNeworEditfromtheBranchingScriptProfile,theBranchingScriptQuestiondialogboxopens.
Title.Descriptivetitleforthequestionthatappearsatthetopofthequestionscreenwhenthescriptisused.
Updatefield.Optionally,youcanselectafieldinthedropdownlisttostoretheresponsetothisquestionwhenthe
scriptisexecuted.Whenafieldisused,GoldMineplacesthetextoftheresponseintheselectedfieldinthecontact
record.
Notes.Questionandanyothertexttobedeliveredtotheparticipant.
QuestionNo.Thequestionnumberassignedtothescriptquestion.
Youshouldhaveselectedaquestionnumberforeachquestionwhenyoudesignedthescript.Enternumberslower
than10withaleadingzero.Forexample,enter 1as01.
SaveHistory.Selectthisfieldtoincludethequestionstitleandresponseinthescriptdialogtext.Ifthisfieldiscleared,
thequestionisexcludedfromthedialogwhenthescriptisexecuted.
New.Addsaresponserecord.
TheBranchingScriptAnswerdialogboxappears.
Edit.Editsaresponse.TheBranchingScriptAnswerdialogboxappears.
Delete.Removestheselectedresponse.
Branching Script Answer Dialog Box

WhenyouselectNeworEdittoaddaresponserecord,theBranchingScriptAnswerdialogboxopens.
Number.Thenumberoftheresponsedeterminesthepositionoftheresponseinthelisting.Lowernumberresponses
appearonthetopofthelist.
Goto.Typethenumberofthequestionthisresponseleadsto.TheGotoquestionnumberdisplaysifthisresponseis
selectedduringscriptexecution.
Answer.Typethetextoftheresponse.
Promptforresponse.Selectthisfieldtoprompttheoperatortoenteraresponsewhenthisanswerisselected.
ThisoptioncanbeselectedonlywhenanentryismadeinUpdatefieldintheBranchingScriptQuestiondialogbox.The
operatorsresponsesavestothefieldspecifiedbyUpdatefield.
IfthescriptquestioncontainsonlyoneanswerandthatscriptanswerhastheResponseboxchecked,GoldMine
automaticallydisplaystheEnterResponsedialogbox,eliminatingtheneedtoselecttheanswer.
AfterenteringallthequestionsandresponsesintoGoldMine,performatestbyrunningthescript.
Using Telemarketing Scripts

Usetelemarketingscriptstoconstructstructureddialogswithcustomers.
1. SelectGoTo>Scripts.
TheTelemarketingScriptdialogboxopens.
NOTE: Alltheresponsesyoulogwhileusingthescriptareappliedtothecurrentcontactrecord.
2. SelectthescriptintheScriptdropdownlistandbeginaskingquestions.
3. Updatefieldsasneeded.
GoldMine User Guide
Calling Contacts with GoldMine

WiththeTelephonytabsettingsproperlyconfigured,useGoldMinetodialtelephonenumbersorsendSMS/Textmessages
toyourcontacts.
Calling Primary Contacts

Tocallprimarycontacts,opentheActions>CallContactmenuandthenselectfromfollowingoptions:
Dial,DialPhone2,andDialPhone3:DialstheselectedphonenumberfromtheprimaryContactRecord.ThePhone
Dialerdialogboxappears.
DialFax:Dialsthefaxnumber.
ManualDial:Startsthetimer.
IncomingCall:Startsthetimer.
Calling Additional Contacts

Tocallanadditionalcontact,rightclicktheContactstabandselectOptions>Dial.ThePhoneDialerdialogboxappears
(see"UsingthePhoneDialer"onpage153).
Calling Personal Contacts

Tocallacontactinyourpersonalcontacts(see"AboutPersonalContacts"onpage154),selectGoTo>MyContacts.Click
Dial.ThePhoneDialerdialogboxappears(see"UsingthePhoneDialer"onpage153).
Using the Phone Dialer

DialphonenumberslistedinGoldMineusingthedialingoption.ThemodemmustbeproperlyconfiguredontheTelephony
tabintheUserPreferencesdialogbox(seeSettingOptionsfortheTelephonyTabintheAdministratorGuidePDForinthe
OnlineHelp).
To Using the Phone Dialer

1. Thenumberyouaredialing,plusanyassignedprefix,appearsontheDialingtextbox.Statusdisplaysamessagerelated
tothecurrentcall.
SelectCompleteacalltohaveGoldMinecompletetheconnectiontothetelephonenumberandtowaitforyoutoclick
Pickupbeforeclosingthemodemportandresettingthemodem.IfyoudonotselectCompleteacall,youmustpick
upthehandsetbeforethemodemcompletesdialing.
2. ClickPickuptotakeoverthecallfromthephonedialer.IfyouhaveselectedCompleteacall,GoldMinewaitsuntilyou
clickPickupbeforehangingupthemodem.BesuretopickupthetelephonehandsetbeforeclickingPickup.
3. ClickCanceltostopthemodematanypointduringthedialingprocess.
GoldMine User Guide
Making and Answering Calls with SoftPhone

SoftPhoneintegrationwithGoldMineusesSIP(SessionInitiationProtocol)andVoIP(VoiceoverIP)technologytoplaceand
answercontactcalls.TheSIPProxy(notincludedwithGoldMine)mustbeconfiguredanditsfunctionalityverifiedbyan
administrator.
YouradministratorcanthenconfigureGoldMinetomakeandreceivecallsthroughtheSIPProxyServerbysetting
SoftPhonepreferences.
Using SoftPhone
1. SelectActions>CallContact>LaunchSoftPhone.
TheSoftPhonecontroldialogboxopens.
2. UseSoftPhonetoAnswerincomingcalls,manuallyDialphonenumbers,Transfercalls,Hangup,placecallsonHold,
andmakeBlindTransfercallstoanothernumberorGoldMineuser.
3. GoldMinereadsthephone1,phone2,andphone3fieldsandpullsthosenumbersintotheContactNumbersarea.Click
anumbertodialit.
NOTE: UPHONEfieldsareuserdefinedfieldsGoldMineuserscancreateanduseasextraphonefields.If
thenamestartswithUPHONE,GoldMinerecognizesthefieldasanextraphonefield.
4. Afterplacingorreceivingacall,adjustthespeakerandmicrophonevolume.
5. TouseSoftPhonebydefault,selectTools>Options>TelephonyandselectUseSoftPhonebydefault.
About Personal Contacts

Tokeepaseparatephonelogforotherimportantorcommonlyusedtelephonenumbers,usethePersonalContactsfeature
tomaintainaprivatefileyoucanaccesseasilywhileworkinginGoldMine.Onlytheuserwhocreatedthefilecanaccessa
PersonalContacts.
UsethefollowingproceduretousePersonalContacts.
1. SelectGoTo>Personal.
YourPersonalContactsdialogboxopens.
2. ClickDialtousethePhoneDialer.
3. ClickNewtoaddanewentry.
4. ClickEdittochangetheselectedentry.
5. ClickDeletetoremovetheselectedentry.
6. ClickOKtoclose.
NOTE: TheContactfieldmustbelimitedto30characters.
GoldMine User Guide
Sending an SMS or Text Message

SMS(ShortMessageService)andTextmessageareessentiallythesamething,buthavedifferentnamesdependingon
whatpartoftheworldyouliveorwork.WhentheTelephonytabisproperlyconfiguredseeSettingOptionsforthe
TelephonyTabintheAdministratorGuidePDForintheOnlineHelp),GoldMinecanbeusedtosendamessagetoa
contact.
To Send an SMS/Text Message

1. OpentheActions>CallContactmenuandthenselecttheSendSMS/TextMessagemenuitem.TheSendSMS/Text
Messagedialogboxappears.
2. EnterthePhoneNumberandselectacellularProvider.
3. EnterthetextofthemessagetosendintheTypeMessagetosendarea.
NOTE: SMS/Textmessageshavea110characterlimit,notincludingspaces.
4. TostorethismessageinyourHistory,checktheSaveinHistoryboxandenterReference,Code,andResults
informationasdesired.
5. ClickSendtosendthemessageorCanceltoabort.
GoldMine User Guide
GoldMine User Guide
Sales Management
Overview
Plan,schedule,andrecordsales.Individualscanforecastsalestheyareresponsibletoclose.Managerscanassignandtrack
salesquotas.GoldMinealsoprovidestheOpportunityManager(see"UsingtheOpportunityManager"onpage169)fora
salesteamtomanageacomplexsalecomposedofmultiplecomponentsandparticipants.
Understanding Sales
Aforecastedsaleisanestimatetorecordtheanticipatedclosedateofapendingsalewithoneofyourcontacts.GoldMine
storespotentialsalesinformationinthesamedatabasewhereitstorescontactinformation.
Whenclosingthesale,GoldMinemovestherecordintothecontactsHistorytab.Schedulingandcompletingaforecasted
saleissimilartoschedulingandcompletingothertypesofactivities.However,forecastedsalesdifferfromotheractivities
becausetheyinvolveaproductorservice,ananticipatedsaleamount,andtheprobabilityofclosingthesale.
Sometransactionsinvolveonesalespersonandoneclientforarelativelybriefperiod,whileothersinvolvemultiple
componentsandrequirethecoordinatedeffortsofateamoverarelativelylongsalescycle.Viewsalesontheselevels:
Individualsales.Assignedtoasingleuserandinvolvethesaleofaproductorservicetoasinglecontact.GoldMine
providestoolstoschedule,orforecast,anindividualsale.Thetoolsalsohelpmanagersassignandanalyzesalesquotas.
Complexsales.Involvemultipleparticipantsoveralongerperiodandtypicallyinvolvemultiplecomponentsofproducts
orservicesbundledasapackage;individualsalescanbeplanned,tracked,andrecordedaspartofacomplexsale.A
complexsaleisknownasanopportunity.
GoldMine User Guide
Sales Management 157
Scheduling Forecasted Sales

Aforecastedsaleisanestimatetorecordtheanticipatedclosedateofapendingsalewithoneofyourcontacts.Forecasted
salesaredifferentfromotheractivitiesbecausetheyincludeaproductorservice,ananticipatedsaleamount,andthe
probabilityofthesaleclosing.
To Schedule a Forecasted Sale

1. Withthecontacttoschedulingforactiveonthescreen,selectSchedule>Sale.
TheScheduleaForecastedSaledialogboxopens.
TheContactfieldispopulatedwiththeContactVIN#.
2. Toselectanothercontact,clickontheContactdropdownarrowandselectthecontactorclicktherightfacingarrow
tolaunchtheContactSearchCenterandsearchforanewcontact.
3. Inthedropdownlist,selecttheOpportunity/ProjecttoassociatethesalewithorclickNewtocreateanew
opportunityorproject.
4. AttheProductfield,selecttheproductintheF2Lookuplist.
5. AttheCodefield,selectthecodeintheF2Lookuplist.
Activitycodescanbeusedlatertoanalyzespecificsalesactivities.Forexample,ifyoucodeallyourforecastedsales
thatwerereferralswithanactivityCodeofREF,youcandeterminehowmanyreferredsalesyoumadeduringaspecific
periodoftime.
6. AttheUserfield,selecttheuserwhowillscheduletheforecastedsale.Theforecastedsaleappearsontheuser's
calendar.
7. AttheUnitsfield,typetheexpectednumberofproducttopurchase.
8. AtthePricefield,typethepriceofeachunit.
TheunitamountvalueandpriceperunitvaluearecalculatedintheAmountfield.
158 Sales Management
GoldMine User Guide
9. AttheProbabilityfield,selectapercentagevalueintheF2Lookuplist.
Forexample,ifthecustomerisevaluatingtheproduct,select50%.Ifthecustomerispurchasing,select90%.
10. AttheSaleDatefield,selecttheexpectedsaledateintheF2Lookupgraphicalcalendar.
11. IntheNotesfield,typeanynotesaboutthesale.
12. ClickontheLinkcheckboxtolinkthisforecastedsaletothecurrentcontact.
13. ClickontheRSVPcheckboxtobenotifiedwhentheassignedusercompletesthesale.
NOTE: GoldMinepostsRSVPmessagesontheActivityListwhenthesalecompletesbytheassigneduser.
TheRSVPrecordprovidesinformationabouttheoutcomeofthesale.
14. ClickontheAlarmfieldifyouwantGoldMinetowarnyouwhentheactivityisdue.
Tosetatimeforthealarm,clicktheupperdownarrowboxandselectthetime.
Tosetthedateforthisalarm,clickthelowerdownarrowboxandselectthedate.
15. ClickOKtosaveandclosethedialogbox,orselecttheRecurringtabtoschedulerecurringactivities
Completing Forecasted Sales

Completeforecastedsalesfromacontact'sPendingtabortheActivityList.
To Complete a Forecasted Sale

1. RightclickthesaleandselectComplete,orselectComplete>Sale.TheCompleteaSaledialogboxappears.
2. ClicktheContactdropdownarrowtoselectfromadditionalcontacts;orclicktherightfacingarrowtolaunchthe
3.
4.
5.
6.
7.
8.
9.
10.
11.
ContactSearchCenterandsearchforanewcontact.
SelecttheSaleDateusingtheF2graphicalcalendar.
SelecttheUsercompletingtheaction.
SelectPrivateifthecompletedactionwillbeavailableonlytotheselecteduser.
SelecttheProductintheF2Lookuplist.
Inthedropdownlist,selecttheOpportunity/Projecttoassociatethesalewith.
SelecttheCodefromtheF2Lookuplist.
SelecttheResultcodefromtheF2Lookuplist.
TypethenumberofproductUnitssold.
TypethePriceofeachunit.
GoldMine User Guide
12. TheAmountfieldautomaticallycalculatesthetotalbasedontheentriesintheUnitsandPrice.
13. AttheSuccessdropdownlist,selectClosedSaleorLostSale.
14. TypeanyNotesrelatedtothesale.
15. Toscheduleafollowupactivity,clickontheScheduleaFollowupcheckboxandselecttheactivityfromthedropdown
listandthenclickOK.
16. Aftercompletingasale,GoldMinechangestheforecastedsalesrecordintoahistoryrecord.Viewtherecordinoneof
these:
Contactrecord.ThesalesrecordmovesfromthePendingtabtotheHistorytab.
ActivityList.ThesalesrecordmovesfromtheForecaststabtotheClosedtab.Alsoseethecompletedsalesrecord
intheRealTimetab.
Calendar.IfyouconfiguretheCalendartoshowcompletedforecastedsales,thesalerecordappearsintheDaytab
ortheWeektabonthedatecompleted.
Sales Analysis Tools

Using Forecasted Sales Analysis
Generateananalysisoftheforecastedsalesactivitiesinthedatabase.
1. SelectGoTo>Analysis>ForecastAnalysistabandrightclickonanopenActivityList.
2. SelectAnalyze.
TheForecastedSalesAnalysisdialogboxopens.
TheForecastedSalesAnalysisdialogboxprovidesthisinformationaboutprojectedsalesorcashflowsforindividuals,
groupsofindividuals,ortheentireorganization:
AnalyzeUsers.Theusersincludedintheanalysis;yourusernamedisplaysbydefault.Toaddorchangetheanalyzed
users,clickSelectUser(s).
Period.Forecastedsalesstatisticsdividedintoseveralperiods.Thetopportionoftheanalysisscreenshows
forecastedsalesstatisticsbyweek,forthenextfourweeks.Totalamountsforthefourweekperioddisplaybelow
theweeklysection.Belowtheweeklysection,forecastedsalesforthenextfourmonthsarebrokendownby
GoldMine User Guide
month.TheBeyondlineincludesforecastedsalesscheduledtocloseafterthenextfourmonths.Grandtotalsfor
thelowersectiondisplayatthebottomofthescreen.
#ofSales.Thetotalnumberofforecastedsalesactivitiesscheduledonthecalendarfortheperiod.
Forecasted.Thetotaldollaramountofsalesscheduledonthecalendarfortheperiod.
%Prob.Theaverageprobabilityofasaleclosinginthisperiod(calculatesbyaveragingvaluesintheProbabilityfieldfor
allForecastedSalesactivitiesscheduledintheperiod).
Potential.Theexpectedvalue(orweightedvalue)ofsalesclosinginthisperiod.Thisvalueisdeterminedbymultiplying
thetotalforecastedsalesamount(Forecasted)bytheaveragecloseprobability(%Prob).
SelectUser(s).TheSelectUsersdialogbox,fromwhichyoucanselectGoldMineusersforactivityanalysis.
Code.Forecastedsaleswiththeenteredactivitycode.Usewildcardstoselectmultipleactivitycodes.Bydefault,
thisfieldisblanktoincludeallactivitycodesintheanalysis.
Analyze.Calculatesthetotalsinthedisplay.
Close.Closesthedialogbox.
Using Graphical Analysis

TheGoldMineGraphicalAnalysistoolgeneratessummarygraphsofuseractivitydatabasedcriteria.Youcandisplaydataas
abargraphoralinegraph.GoldMinecanrepresentallactivityforaperiodoftime,oroneofseveraltypesofactivities.
Graphscanalsorepresenttotalactivities,acomparisonofallusers,orselectedusers.
To Generate a Forecasted Sale

1. SelectGoTo>Analysis>GraphicalAnalysis.
2. TheGraphicalAnalysisOptionsdialogboxcontainsoptionsdeterminingthetimerangeandactivitiestoincludeinthe
graph.Selecttheoptionsyouneed:
Complete.Completedactivities.
Scheduled.Scheduledactivities.
Totals.Totalactivitydataforspecifiedusers.
Comparison.Activitydataforindividualusersasspecified.
BarGraph.Comparisonofdifferentperiodsorusers.
LineGraph.Trendsovertime.
SelectUser(s).Accessesalistofusers.IftheComparisonoptionisselectedunderGraphTypeandmorethanone
userisselected,datafortheseusersdisplaysononegraphwithcolorcodedentriestodifferentiateusers.
AllActivities.Scheduledorcompleteddatafortheactivitytypesdescribedbelow.
3. AttheActivitytypesfield,selectanactivity.
GraphicalrepresentationsdependonwhetherCompletedorScheduledisselectedunderGraphType):
CallBacks.GraphforcompletedorscheduledCallBacks.
Messages.GraphforcompletedorscheduledMessages.
NextActions.GraphforcompletedorscheduledNextActions.
Appointment.Graphforcompletedorscheduledappointments.
Sales.Graphforcompletedorscheduledsales.
Others.Graphforcompletedorscheduledotheractions.
HighEnd.Typeanumericvaluecorrespondingtotheuppermostnumbertodisplayonthegraph'sverticalaxis.For
example,ifexperienceshowsusersrarelyschedulemorethan30appointmentsperweek,entering30intheHigh
Endfieldgeneratesagraphwithaverticalaxisendingat30.Thedefault,zero(0),letsGoldMinegeneratethehigh
endvaluebasedonincludeddata.
LowEnd.Typeanumericvaluecorrespondingtothesmallestnumbertodisplayonthegraph'sverticalaxis.For
example,ifexperienceshowsthatusershaveneverscheduledfewerthanfivecallbacksperweek,entering5in
theLowEndfieldgeneratesagraphwithaverticalaxisstartingat5.0.Thedefaultiszero(0).
GoldMine User Guide
ActivityCd.GeneratesthegraphfromactivityrecordswiththespecifiedActivityCode.Usewildcardstoselect
multipleactivitycodes.Bydefault,thisfieldisblanktoincludeallactivitycodesinthegraph.Formoreinformation,
see"ToUseWildCardsinActivityandResultCodeFields"onpage162.
ResultCd.TypeaResultCodetouseasthebasisforgraphdata.OnlyactivityrecordswiththisResultCodeare
includedinthegraph.Usewildcardstoselectmultipleactivitycodes.Thedefaultvalueforthisfieldisblankto
includeallresultcodesinthegeneratedgraph.ThisfieldisavailableonlyifCompletedisselectedforGraphType.
FromDate.Beginningdatefromwhichdataisgraphed.Thedefaultisthecurrentdate.Thisfieldisavailableonly
foragraphofscheduledactivities;theendingdateforscheduledactivitygraphsisalwaysthecurrentdate.
ToDate.Endingdateofdatabeinggraphed.Thedefaultistoday'sdate.Thisfieldisavailableonlyforagraphof
completedactivities;thebeginningdateforcompletedactivitygraphsisalwaystoday'sdate.
FromTime.Beginningtimeincludedinthegraph.Thedefaultis12:00am.WhencombinedwiththedefaultTo
Timeentryof12:00am,thegraphdisplaysdatafora24hourperiod.Thisfieldisunavailablewhengenerating
hourlygraphsforcompletedactivities.
ToTime.Endingtimeincludedinthegraph.Thedefaultis12:00am.WhencombinedwiththedefaultFromTime
entryof12:00am,thegraphdisplaysdatafora24hourperiod.Thisfieldisunavailablewhengeneratinghourly
graphsforscheduledactivities.
ShowGrid.Displayslinesrepresentingthehorizontalaxisofthegraph(default).Togenerateagraphwithoutthis
grid,cleartheoption.
4. ClickGraphstogenerateagraph.
BasedonyourselectionintheGraphTypeareaoftheGraphicalAnalysisOptiondialogbox,youseeabarorlinegraph.
5. ToreturntotheGraphicalAnalysisOptionsdialogboxfromthegraphdisplay,clickOptions.
To Use Wild Cards in Activity and Result Code Fields

GoldMinerecognizestheasterisk(*)characterasawildcardintheActivityCodeorResultCodefieldsonananalysis
screen,Whenplacedinthesefields,anasterisktellsGoldMine,Thispositioncancontainanycharacter.
Forexample,enteringS*SintheActivityCodefieldmakesGoldMinecalculatetheanalysisbasedonanyactivitycodewith
SinthefirstandlastpositionsoftheActivityCodefield.Thesecondcharacterinthisfieldcanbeanycharacterinthe
historyorcalendarrecordsbeinganalyzed.TocalculateallactivitycodesthatbeginwithS,enterS**intheActivityCode
field.
Using Leads Analysis

Managerscantrackvaluableinformationonthestatusofsaleseffortsandtheeffectivenessofadvertisingandpromotional
effortsingeneratinginquiriesandsales.GoldMine,then,becomesastrategicassetbyprovidingtimelyandaccurate
informationhelpingmanagersmakebetterdecisionsondeployingresources.
YoucanuseLeadsAnalysisto:
Trackvaluableinformationonthestatusofsaleseffortsandanalyzetheeffectivenessofadvertisingandpromotional
effortsingeneratinginquiriesandsales.
GeneratealistofthevaluesinanyContact1orContact2field;typically,analysisisperformedonvaluesintheSource
field.
Calculateanumberofstatisticsforeachuniquevalue,suchasthenumberofContactRecords(leads)containinga
uniqueSourcefieldvalue.
To Use Leads Analysis

1. SelectGoTo>Analysis>LeadsAnalysis.TheLeadsAnalysisdialogboxappears.
2. Toadd,edit,ordeletealeadsanalysis,clickMaintain.TheOpenLeadsAnalysisFiledialogboxappears.
3. SelecttheleadfileyouareanalyzingintheFileDescriptiondropdownlist.
NOTE: Youcanusethelocalmenutochangedisplayandotheroptions.
4. Theinformationpanedisplaysthesecolumns:
GoldMine User Guide
Source:Nameoftheleadsource,suchasComdex.ThisentryappearsintheSourcefieldofthecontactrecord.Use
thesourcetodeterminetheprofitabilityofindividualmarketingsourcesorgroupsofcampaigns.GoldMinecan
reportthetotalnumberofleadsgeneratedfromseminars,advertisements,ortradeshowsintheSourcefield;the
totalsalesvolumegeneratedfromeachsourcevalue;andthepotentialsalespendingfromeachsourcevalue.
Thenidentifyeffectiveleadsourcesbasedontotalleadsorsalesvolumegenerated.Also,toknowthecostofeach
lead,calculateprofitandlocatethemostprofitableleadsource.Forexample,thistoolhelpsyoudetermine
whethertorunanadagain.
Leads:Totalnumberofcontactrecordsinthedatabasewiththisvalueintheselectedfield.
Closed:Totalnumberofcontactrecordswiththissourcethathaveatleastonepurchase,asrecognizedbythe
presenceofasalesactivityrecordinthehistoryfile.
Ratio:Percentageofclosedsalesbasedonnumberofleads.
Sales:Totaldollaramountofsalesgeneratedbythisleadsource.Thisvalueisasumofallsalesactivityhistory
recordslinkedtotheContactRecordswiththissource.
Potential:TotaldollaramountoffuturesalesactivitiesscheduledontheCalendar(calculatedbysummingall
ForecastedSalescalendarrecordslinkedtothecontactrecordswiththissource).
NOTE: AlsoviewCostandProfit,andCostandPriceperlead.Toviewtheotheroptions,rightclickinthe
informationpaneandselectView.
5. Tolocateasource,typethefirstfewlettersofthesourceintheFindSourcetextbox.
6. Alsousetheseoptions:
Analyze:DisplaystheLeadsAnalysisAnalyzedialogbox.Regeneratestheleadsanalysisinformationforthe
currentleadsanalysisdatabase.Selectthefieldonwhichtobasetheanalysis,andtherangeofdatestoscanfor
statisticcalculation.
Sort:DisplaystheLeadsAnalysisSortMenudialogboxtoselecttheorderingoftherecordsintheLeadsAnalysis
dialogbox.
Zoom:DisplayscompleteinformationaboutthehighlightedleadsanalysisrecordintheLeadsAnalysisZoomdialog
box.
7. ClickClosetoclosetheLeadsAnalysisdialogbox.
Using Quota Analysis

UsetheQuoteAnalysistoreviewthestatusofsaleseffortsbyanalyzinghowsalesteammembersaremeetingquotafora
specifiedperiod.Thisanalysisusesdataabouttheassignedquota,forecastsales,completedsales,andlostsalestoderivea
percentageofquotaorapercentageofforecastsalesattainedbyasalesperson.BecauseGoldMineanalyzesdatabyperiod,
aprocessrecordforeachsalespersoncanbeseenusinglistingsovermultipleperiods.
To Open Quota Analysis

1. SelectGoTo>Analysis>QuotaAnalysis.
TheQuotaListingdialogboxopens.
2. SelectanoptionfromtheQuotaListingdialogbox:
User.AnentryforeachuserassignedaquotaintheQuotaProfiledialogbox.Usershaveanentryforeachperiod
theywereassignedaquota.
Period.Therangeofdatescomprisingthequotaperiod.Bydefault,GoldMinedefinesaquotaperiodasone
month,buttheperiodcanbechangedintheQuotaProfiledialogbox.
Quota.Thedollaramountofexpectedsalesassignedtotheuserfortheperiod.
Forecast.Thetotaldollaramountofsalesscheduledonthecalendarfortheperiod.
ClosedSales.ThetotaldollaramountofsalesrecordedasClosedSaleswhentheforecastedsalesactivitiesare
completed.
LostSales.ThetotaldollaramountofsalesrecordedasLostSaleswhentheforecastedsalesactivitiesare
completed.
GoldMine User Guide
QuotaPeriod.Bydefault,GoldMinesortsquotaentriesbythecalendarperiodforquotaassignments.Whenauser
hasentriesformultiplequotaperiods,thelistingsappearinchronologicalorder(theoldestquotaassignment
appearsfirst,andthemostcurrentquotaassignmentappearslast).
User.Alphabetizequotaentriesbyusername.MultiplequotaentriesforaUserappearinchronologicalorder.
Quota.Bydefault,GoldMineusesdataintheQuota,Forecast,ClosedSales,andLostSalescolumnstocalculatethe
percentageofquotaachievedbythesalespersonduringtheperiod.Thepercentageofsuccessfullycompleted
salestoassignedquotaappearsintheClosedSalescolumn,whilethepercentageofunsuccessfulsalesappearsin
theLostSalescolumn.
Forecast.Calculatesthepercentageofforecastedsalesagainstsalesalreadycompletedduringtheperiod.The
percentageofsuccessfullycompletedsalestoforecastedsalesappearsintheClosedSalescolumn.Thepercentage
ofunsuccessfulsalesappearsintheLostSalescolumn.
New.AccesstheAssignnewquotadialogbox(see"AssignNewQuotaDialogBox"onpage164)toassignaquota
toauserforadefinedperiod.
Delete.Deletesthehighlightedrecordforthesalesperson.
Edit.AccesstheQuotaProfiledialogbox(see"QuotaProfileDialogBox"onpage164)tomodifyapreviously
assignedquota.
3. SelectClosetoexitthedialogbox.
Assign New Quota Dialog Box

Toassignaquotatoauser,fromtheQuotaListingdialogbox,selectNew.
TheQuotaProfiletabontheAssignnewquotadialogboxcontains:
User:Bydefault,containsthenameoftheloggedinuser.Selectanotheruserinthedropdownlist.Thenameofthe
selectedsalespersonappearsintheUsercolumnoftheQuotaListingdialogbox.
FromDate:Startingdateofthequotaperiod.Bydefault,containsthefirstdateofthismonth.
ToDate:Endingdateofthequotaperiod.Bydefault,containsthelastdateofthismonth.
Quota:Dollaramountofsalesthatthesalespersonisexpectedtomakeduringthequotaperiod.
Forecast:Thetotaldollaramountofsalesscheduledonthecalendarfortheperiod.Thisentrychangesasthe
salespersonschedulesmoreforecastedsalestocloseduringthequotaperiod.
ClosedSales:Thetotaldollaramountofsalescompletedduringthequotaperiod.Thisentrychangesasthesalesperson
completessalesduringthequotaperiod.
LostSales:Thetotaldollaramountofsalesactivitiescompletedaslost,orunsuccessful,duringthequotaperiod.This
entrychangesifthesalespersoncompletessalesaslostduringthequotaperiod.Anuncompletedsaleremainsinthe
Forecastfield.
Goals&Objectives:Storeinformationforthequota;forexample,Salesincreasedby12%overlastperiod.
OntheRecurringtabselect:
StartDate:Beginningdateoftherecurringanalysisofthequota.
EndDate:Endingdateofthequotaanalysis.
Increaseamountwith:Selectthepercentincreaseappliedtotherecurringquota.
Occurs:Selecttheoccurrencepatternforthequota.
SelectClosetoclosetheQuotaProfiledialogbox,andaddtheneworupdatedquotaentrytotheQuotaListingdialogbox.
Quota Profile Dialog Box

Toeditauser'squota,fromtheQuotaListingdialogbox,selectEdit.
TheQuotaProfiledialogboxcontains:
User:Bydefault,thenameofthecurrentlyloggedinuser.Toselectanotheruser,clickthearrowtotherightofthefield.
ThenameoftheselectedsalespersonappearsintheUsercolumnoftheQuotaListingdialogbox.
FromDate:Startingdateofthequotaperiod.Bydefault,containsthefirstdateofthismonth.
ToDate:Endingdateofthequotaperiod.Bydefault,containsthelastdateofthismonth.
GoldMine User Guide
Quota:Dollaramountofsalesthesalespersonisexpectedtomakeduringthequotaperiod.
Forecast:Thetotaldollaramountofsalesscheduledonthecalendarfortheperiod.Thisentrychangesasthe
salespersonschedulesforecastsalestocloseduringthequotaperiod.
ClosedSales:Thetotaldollaramountofsalescompletedsuccessfullyduringthequotaperiod.Thisentrychangesasthe
salespersoncompletessalesduringthequotaperiod.
LostSales:Thetotaldollaramountofsalesactivitiescompletedaslost,orunsuccessful,duringthequotaperiod.This
entrychangesifthesalespersoncompletessalesaslostduringthequotaperiod.Anuncompletedsaleremainsinthe
Forecastfield.
Goals&Objectives:Storeinformationrelatedtothequota;forexample,Salesincreasedby12%overlastperiod.
ClickOKtoclosethedialogbox.
Using Sales Analysis

GoldMinecangenerateasummaryanalysisofsalesperformancebyoneormoreindividuals.Thisanalysisdisplaysactual
numbersandpercentageofgoalfiguresforquotas,forecastsales,andclosedsalesforaspecifiedperiodoftime.
To Open Sales Analysis

1. SelectGoTo>Analysis>SalesAnalysis.
TheSelectUsersdialogboxappearsontopoftheSalesAnalysisdialogboxtoselecttheuserstoanalyze.Selectusers
orgroupsofusersifnecessary.
2. Configurethefollowingoptions:
FromDate.Setsthefirstdateoftheperiodtoincludeintheanalysis.
ToDate.Setsthelastdateoftheperiodtoincludeintheanalysis.
Toreflectanaccuratequotaamount,typeFromandTodatescorrespondingtothequotaperiodsdefinedintheQuota
Profile.
Quota.Displaysthedollaramountofexpectedsalesassignedtotheuserforthespecifiedperiod.
Forecast.Displaysthetotaldollaramountofsalesscheduledonthecalendarforthespecifiedperiod.
ClosedSales.DisplaysthetotaldollaramountofsalesrecordedasClosedSaleswhentheforecastedsalesactivities
arecompleted.
QuotaDiff.DisplaysthedifferencebetweenClosedSalesandQuotaamount(Quota Diff. = Closed Sales - Quota).
Negativevaluesareshowninparentheses().Seetheexamplesbelow:
If Closed = Quota, Diff = 0
If Closed < Quota, Diff < 0%(Negative amounts should be shown in parentheses)
If Closed > Quota, Diff > 0
QuotaDiff.Percentage.TheQuotaDiff.PercentageisthedifferencebetweenClosedSalesandQuotaamountsin
percentageofQuotavalueforthespecifiedperiod.Theequationis:
QuotaDiff.Percentage=(ClosedSalesQuota)*100%/Quota
0%indicatesthatClosedSalesandQuotavalueswereequalforthespecifiedperiod.
Negative/positivevaluesmeanthatClosedSaleswereless/morethenQuotacorrespondingly.Absolutevalue
ofthisparametercanbeusedasoneofindicatorsofSalesPlanningEfficiency.
Negativevaluesareshowninparentheses().
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.
ForecastDiff.TheForecastDiff.isthedifferencebetweenClosedSalesandForecastedSalesamountforthe
specifiedperiod.Theequationis:
GoldMine User Guide
ForecastDiff.=ClosedSalesForecastedSales
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.
ForecastDiff.Percentage.TheForecastDiff.PercentageisthedifferencebetweenClosedSalesandForecasted
SalesamountsinpercentageofForecastedSalesvalueforthespecifiedperiod.Theequationis:
ForecastDiff.Percentage=(ClosedSalesForecasted)*100%/Forecasted
0%indicatesthatClosedSalesandForecastedvalueswereequalforthespecifiedperiod.
Negative/positivevaluesmeanthatClosedSaleswereless/morethenForecastedcorrespondingly.Absolute
valueofthisparametercanbeusedasoneofindicatorsofSalesPlanningEfficiency.
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%
ActivityCd.Whenanactivitycodeisenteredinthisfield,GoldMineincludesonlythoseforecastedsalesandclosed
saleswiththespecifiedactivitycode.Whenthefieldisleftblank,GoldMineincludesallforecastedsalesandclosed
sales.
ResultCd.Whenaresultcodeisenteredinthisfield,GoldMineincludesonlythoseforecastedsalesandclosed
saleswiththespecifiedresultcode.Whenthefieldisleftblank,GoldMineincludesallforecastedsalesandclosed
sales.
SelectUser(s).DisplaysthedialogboxtoselectGoldMineusersforanewanalysis.
Analyze.Calculatesthetotalsinthedisplay.
3. ClickClosetoclosetheSalesAnalysisdialogbox.
Using Statistical Analysis

TheStatisticalAnalysisofCompletedActivitiesdialogboxdisplayscompletedactivityinformationforanindividualuser,a
groupofusers,oronasystemwidebasis.Theanalysisofcompletedactivitiescanprovideusefulinsightintoyour
performanceortheperformanceofothersinyourorganization.
To Open the Statistical Analysis of Completed Activities Wizard

1. AccesstheStatisticalAnalysisinoneoftwoways:
FromauserscompletedactivitiesontheActivityListsClosedtab.Fromthelocalmenu,selectAnalyze.
ByselectingGoTo>Analysis>StatisticalAnalysis.
2. TheStatisticalAnalysisofCompletedActivitiesdialogboxopens.
3. Selectfromthefollowingoptions:
SelectUser(s).DisplaystheSelectUsersdialogboxtoselectGoldMineusersforactivityanalysis.Thelistboxbelow
thebuttondisplaysuserstoincludeintheanalysis;yourusernamedisplaysbydefault.
FromDate.Setsthefirstdateoftheperiodtoincludeintheanalysis.
ToDate.Setsthelastdateoftheperiodtoincludeintheanalysis.
ActivityCd.Whenanactivitycodeisenteredinthisfield,GoldMineincludesonlythosecompletedactivitieswith
thespecifiedactivitycodetobeanalyzed.Whenthefieldisleftblank,allcompletedactivitiesareincluded.For
example,ifyoucodeyouractivitiesasbillableornonbillable,entertheactivitycodeforbillableactivitiesandget
ananalysisoftheseactivitiesonly.
ResultCd.Whenaresultcodeisenteredinthisfield,GoldMineincludesonlythosecompletedactivitieswiththe
specifiedresultcodetobeanalyzed.Whenthefieldisleftblank,allcompletedactivitiesareincluded.
GoldMine User Guide
4. ClicktheAnalyzebuttontostartthecalculations.
Theresultsappearinthefollowingareas:
PhoneCallsAnalysis.Totalnumberofcompletedtelephonecallsofthespecifiedtypeinthehistoryfile.Callbacks,
outgoingcalls,incomingcallsandreturnedmessagesareshown,aswellasthetotaldurationofcallsineach
category.GoldMinedisplaystheaveragedurationofcallsbelowthegrandtotalslineforthissection.Successful
Callsshowsthenumberandpercentageofcallswithasatisfactoryoutcome,whileUnsuccessfulshowsthe
telephonecallswithoutasatisfactoryoutcome.
ActivitiesAnalysis.Totalnumberofcompletedactivitiesinthehistoryfile,includingtodoactions,received
messages,appointments,andotheractivities.
SalesAnalysis.Completedsalesstatistics.ClosedSalesshowsthetotalnumberofcompletedsalesactivitiesinthe
historyfile.Thetotalvalueofeachsaleprintsontheright.%ofCallsClosedcomparesthenumberofcompleted
salesasapercentageofcompletedcallactivities.Theaveragesalesvaluepercompletedcallactivityalsodisplays.
5. ClickPrinttoPrinttheanalysisresults.
6. ClickClosetoclosethedialogbox.
About Territory Realignment

GoldMineenablesyoutoreassignlargegroupsofcontactsandscheduledactivitiesfromoneusertoanother.Usethe
TerritoryRealignmentWizardtomanagedynamicsalesterritories,assignexistingcontactstoanewsalesrepresentative
basedonuserdefinedcriteria,orchangethecontactbaseforasalesrepresentativereassignedtoadifferentterritory.
Thenselectsettingsforsynchronization,updatingthedatabasesofsalesrepresentativesworkinginthefield.
UsetheTerritoryRealignmentWizardto:
Assignasetofexistingcontactstousersbasedonafilterorgroup
Reassignactivitiesfromoneusertoanotheruser
Globallyupdatefieldsrelevanttoaterritoryrealignment
Setupsynchronizationtoupdatethedatabasesofremoteusersaffectedbytherealignment
WARNING:Itisstronglyrecommendedthatyoubackupdatabeforeperformingterritory
realignment.
NOTE: Toreassigncontactsandscheduledactivities,buildafilterorgroupcontainingthecontacts
associatedwiththesalesterritorytoberealigned.Ifnofilterorgroupexists,createonenow.
Bydefault,GoldMinetracksandstoresthefilteredrecordsincludedinthelastsynchronizationsessionstransfersetfora
remotesitebasedontheTerritoryRealignment.Byperformingthisfilterqualificationprocess,GoldMineautomatically
includesrecordswithchangesaffectingTerritoryRealignmentinthecurrentsynchronizationsession.Thisensuresthe
remotesitesupdateonthenextsynchronization.
Using the Territory Realignment Wizard

TheTerritoryRealignmentWizardreassignscontactsandscheduledactivities.
To Open the Territory Realignment Wizard

1. SelectTools>DataManagement>TerritoryRealignment.
2. AttheTerritoryRealignmentWizard,clickNext.
3. AttheFilterSelectiondialogbox,selectthefilterorgroupinthedropdownlist.
Tochangethefiltersorgroupstothoseofadifferentowner,select<Filtersof:>or<Groupsof:>.
AttheSelectaUserdialogbox,selecttheuserinthedropdownlistandclickOKtoreturntothefiltersandgroups
dropdownlist.
GoldMine User Guide
4. SelectthefilterorgroupandclickNext.
5. AttheReplacedialogbox,replacethedatainuptotwofieldsandchangetheownerinthethird.
6. IntheReplacedropdownlistselectthefieldtoreplace.
Inthewithfield,typeorselectthevaluetoappearinthatfield.
7. InthethirdReplacefieldyoucanreassignrecordownership.SelectOwnerinthedropdownlist.
8. Inthewithtextboxselectthenewuserorusergrouptowhichyouareassigningownershipofthecontacts.
NOTE: TerritoryRealignmentchangestheownerbutnotthecurtaininglevel.Togloballychangerecord
curtaining,seeTechnicalDocument362,UsingtheGlobalReplaceWizardatsupport.frontrange.com
9. ClickNext.
To Reassign the Activities of a Particular User

1. Toreassigntheactivitiesofaparticularuser,selecttheuser'snameintheReassigntheactivitiesofthisuserdrop
2.
3.
4.
5.
downlist.
IntheTothisuserdropdownlist,selectthenewuserwhowillberesponsiblefortheactivities.
IntheActivitiesrangingfromdatefield,typeorselectthestartingdatefromtheF2graphicalcalendar.
Inthetodatefield,typeorselecttheendingdatefromtheF2graphicalcalendar.
InthePleaseselecttheactivitytypestoreassigntothenewuserarea,specifytheactivitiestobereassigned.The
Viewtypesare:
CallBacks.Scheduled,outgoingtelephonecallstomakesometimeinthefuture.
Messages.Scheduledemailmessages.
NextActions.Scheduledmanualtaskssuchassendingliterature,deliveringsamples,shippingproducts,andsoon.
Appointment.Scheduled,datespecificmeetingswithcontacts.Canalsoscheduleconferencecalls.
LiteratureRequest.Scheduledfulfillmentandshippingofbrochures,pricelists,andothermassprinted
documentationtooneormorecontacts.
ForecastedSales.Scheduledactivitiesindicatingtheanticipatedclosedateofapendingsalewithoneofyour
contacts.
OtherActions.MiscellaneousactivitiesfallingoutsidetheotheractivitycategoriesdefinedinGoldMine.
Todo.PriorityrankedactivitieswithoutanactivitydateappearonaseparateTodolist,ratherthanthedatebased
ScheduledActivitieswindows.
NOTE: Bydefault,GoldMinedoesnotlinkToDoactivities.EachToDoactivityisforwardeddaily.
Event.Datespecificactivitiesscheduledforoneormoredayssuchasconferencesandconventions.
6. SelectReassignunlinkedactivitiestoincludetheuser'sscheduledactivitiesnotlinkedtoacontactrecord.
7. ClickNextandthenclickFinish.
GoldMine User Guide
Opportunity and Project Management

Overview
Salesprocessesofteninvolvemultiplecontactsandmultipleorganizations.GoldMineofferstwosystemsforhandlingthe
processes:
OpportunityManager.Lendsitselftoacomplexsalesprocessinvolvingagroupofusersworkingasateamwith
multipleorganizationsandcontacts.Thesalemightinvolvemultipleproductsorservicesasapackagedealwherethe
customerpurchasesapartofthepackagebutrenegotiatesotherpartsintoadifferentpackage.TheOpportunity
Managerwindowcontainsrelevantinformationneededtotrackamediumtolongsalescycleinvolvingmultiple
contacts,issues,andactivities.Formoreinformation,see"UsingtheOpportunityManager"onpage169.
ProjectManager.Overseescomplex,longtermprojectswithmultiplecomponents.Projectsareusuallynotrelated
directlytoaparticularsale,althoughtheycanbeconvertedtoanOpportunitywhenitbecomesapparentthataproject
hasbecomeasale.TheProjectManagerwindowcontainsrelevantinformationneededtotrackalongtermproject
involvingthesamecomponentsandcontactsasalargesalesopportunity.Formoreinformation,see"UsingtheProject
Manager"onpage175.
UsetheOpportunityandProjectManagerwindowstoviewdetailsoftheopportunityorprojectfrominitialcontacttoa
closedsale.Thesalesteamcanviewsummaryanddetailedinformationaboutforecastedsalesandactivitieslinkedtothe
opportunity.Astheprojectoropportunityprogresses,acompleterecordofassociatedactivitiesensurestheteamis
makingacoordinatedefforttocompletethesale.Theteamcanalsoseethedecisionmakersandlinkedcontactsinthe
projectandactaccordingly.
NOTE: Forinformationaboutmodifyingfieldlabelsandtabs,see"CustomizingtheOpportunityand
ProjectManagersProperties"intheGoldMineAdministratorGuide.
Using the Opportunity Manager

UsetheOpportunityManagertooverseecomplexsalesinvolvingmanycomponents.TheOpportunitiestabinthelower
paneofthecontactrecorddisplaystheopportunitiesassociatedwiththecontact.
To Use the Opportunity Manager

1. SelectGoTo>Opportunities.
2. AttheOpportunityManager,usethetoolbarfunctionstoperformgeneralactionsandthelocalmenuforother
actions.
3. Toviewtheopportunitiesassignedtoauser,usergroup,or(all),selecttheuserintheManagerdropdownlist.
4. Tofilterthedisplayingopportunities,clickontheShowdropdownmenuandselectthecorrespondingStatus.Toview
allopportunitiesthatarenotclosed,selectActiveinthedropdownlist
5. Tocreateanewopportunity,rightclicktheupperpaneandselectNew.See"CreatingOpportunities"onpage170.
GoldMine User Guide
Opportunity and Project Management 169
6. ManageOpportunitydetailsusingelementslocatedinthesetabs:
Influencers.Contactsassociatedwiththeopportunity.
Products.Productsorservicesyouarepursuingasasalesopportunity.
Tasks.Scheduleaplanofactionwithspecifictasksassignedtousersorusergroups.
Team.GoldMineusersandcontactscontributingtotheopportunity.
Issues.Possibleroadblockstothesuccessfulcompletionoftheopportunity.
Notes.Typefreeformnotesrelatedtotheopportunity.
Competitors.Createalistofcompaniesthatarecompetitorsforthesale.
Details/Links.Simpledetailsandallowsyoutolinkdocuments.
Pending.Scheduledactivitiesfortheopportunity.
History.Completedactivitiesfortheopportunity.
NOTE: Fordetailsaboutthesetabs,referto"ManagingOpportunityandProjectDetails"onpage178.
TIP:Tosortopportunitiesorprojectsinalphanumericorderbyoneofthecolumncriteria,clickthe
columnlabel.Forexample,clicktheCompanylabeltosortCompanyrecordsalphabetically.
7. Tocompleteanopportunity,selecttheopportunity,rightclick,andselectWinorLose.(see
Creating Opportunities
UsethefollowingproceduretocreateanopportunityintheOpportunityManager.
2. AttheOpportunityManagerwindowclickNewontheOpportunityManagertoolbar
or
RightclickandselectNew>NewOpportunityfromthelocalmenu.
3. AttheNewOpportunityPromptdialogbox,click:
Yes.TheOpportunityWizardopens.(See"UsingtheOpportunityWizard"onpage172tocontinuethisprocedure.)
No.TheNewOpportunitydialogboxappears.Gotostep4.
4. Configurethesesettings:
Company.Thecompanyinthecurrentcontactrecordpopulatesthisfield.Tochangethecontact,clicktheSearch
buttonandselectacompanyfromtheContactSearchCenter.
Contact.Selecttheprimaryoradditionalcontactinthedropdownlist.Availablecontactsarethoseassociated
withtheselectedcompany.
TheContactfieldlabelwillchangeaccordingtothetypeofrecordselected.Forexample,iftheselectedrecord
typeisCar,thenthefieldlabelwillappearasVIN#withadropdownlistofVehicleIdentificationNumbers.
Type.DefaultstoOpportunityandcannotbechangedinthisdialogbox.
TemplatesofUser.Selecttheuserwhoistheownerofthetemplate.
Pleaseselectatemplateoftheselecteduser.Selectatemplateinthedropdownlist.See"CreatingOpportunity
Templates"onpage171.
5. ClickOK.
6. AttheOpportunityPropertiesdialogbox,select:
Opportunity.Changetheopportunitynameasneeded.
Company.Defaultstothecompanyselectedonthepreviousdialogbox.Typeanewcompanyname,asneeded.
Manager.Selecttheuserwhowillbetheopportunitymanagerinthedropdownlist.
Code.SelecttheopportunitycodebytypingorclickingtheF2Lookuparrow.
Status.TypeorselectfromtheF2Lookuplist.
Stage.TypeorselectfromtheF2Lookuplist.
Source.TypeorselecttheopportunitysourcefromtheF2Lookuplist.
Units.Typethenumberofunitsforecastfortheopportunity.
170 Opportunity and Project Management
GoldMine User Guide
Price.Typethepriceperunit.
Probability.TypeorselectthepercentagefromtheF2Lookuplist.
Forecast.AutomaticallycalculatesaforecastedsaleamountbasedontheUnitsandPrice;ortypeorselectthe
forecastedsaleamountfromtheF2Lookuplist.
ClosedAmt.Updateswiththefinalamountofasuccessfullyclosedsalebasedontheforecastedamount.
StartDate.SelectthedatetheopportunitystartsfromtheF2graphicalcalendar.
Closeby.SelectthedatetheopportunityshouldendfromtheF2graphicalcalendar.
ActualClose.DefaultstothedatedisplayedinEndDate.Updateswhentheopportunityisactuallycompleted.
7. ClickOKtoreturntotheOpportunityManagerwindowwithyournewopportunityintheupperpane.
8. Eachtabmustbeupdatedmanually.See"UsingtheOpportunityManager"onpage169.
Creating Opportunity Templates

Usethefollowingproceduretocreateanopportunitytemplate.
2. AttheProjectManagerwindowclicktheNewOpportunitydropdownmenubuttonandselectNewTemplate.
TheOpportunityTemplatesPropertiesdialogboxopens.
NOTE: Thesettingsyouconfigureinthetemplateareusedwhenanopportunityiscreatedbasedonthe
template.Carefullyconsiderthesettings,forexample,theAcct.Managerbecomesthedefaultownerand
thereforethedefaultManageroftheopportunity.Userscanchangethesettingsastheycreatethe
opportunity.
TemplateName.TypethenameofthetemplateorselectanameintheF2Lookuplist.
Manager.Selecttheuserorusergroupinthedropdownlist.
Code.TypeorselectacodeintheF2Lookuplist.
Status.Typeorselectthestartingstatusfortheopportunitiescreatedusingthistemplate.
Stage.Typeorselectthebeginningstagefortheopportunitiescreatedusingthistemplate.
Source.Typeorselectthesourceoftheopportunity.
Probability.Selectthepercentopportunitiesshouldbeginat.
Forecast.Typeorselecttheexpectedrevenueforthetemplatetype.Whenyoucreateanopportunitybasedonthe
template,theinformationintheRevenuetextboxpopulatestheForecasttextboxontheOpportunityProperties
dialogbox.
Numberofdaystoclose.Typeorselectthenumber.
Taskdatestobebased.Selectthedateenteredfortaskssetupfortheopportunity.Thisdateappearsinboththe
StartDateandEndDatefieldsoftheTaskdialogbox.
3. ClickOKtosaveandclose.
NOTE: Formoreinformationaboutthevarioustabslocatedonthepage,referto"UsingtheOpportunity
Manager"onpage169.
GoldMine User Guide
Creating Opportunities Based on Templates

1. IntheOpportunityManager,rightclicktheupperpaneandselectNew>NewOpportunitybasedonaTemplate.The
2.
3.
4.
5.
6.
7.
NewOpportunitydialogboxappears.
CompanydefaultstothecurrentContactRecord.TochangeCompany,clicktheContactSearchbuttonandselecta
differentcontactusingtheContactSearchCenter.
SelecttheassociatedContactinthedropdownlist.
IntheTemplatesofUserdropdownlist,selecttheowninguserofthetemplatetouse.
InthePleaseselectatemplateoftheselectuserdropdownlist,selectthetemplate.
ClickOK.TheOpportunityPropertiesdialogboxappears.
TypeorselecttheOpportunityname.
NOTE: ManagerdefaultstotheAcct.Managerinthetemplate.
8. Changeanyvaluesaddedfromthetemplate.
Using the Opportunity Wizard

UsetheOpportunityWizardtocreateasalesopportunityandconfigurethebasicinformation.
2. AttheOpportunityManager,rightclicktheupperpaneandselectNew.
3. AttheNewOpportunityPromptdialogbox,selectYestoviewtheOpportunityWizard:Welcomedialogbox.
IfyouclickNo,theNewOpportunitydialogboxopens.
TheCompanyfielddefaultstotheactivecontactrecord.ClicktheSearchbuttontolaunchtheContactSearchCenter
andthenselectthenewcontactrecord.
4. ContactsandadditionalcontactsavailableintheContactsdropdownlistareassociatedwiththeselectedcompany.
SelectthecontactfortheopportunityandclickNext.
GoldMine User Guide
5. AttheDescriptiondialogbox,completethesefields:
Enterorselectadescriptionfortheopportunitybelow.TypeorselectanamefromtheF2Lookuplist.
TemplatesofUser.Selecttheuserorusergroupinthedropdownlist.
Pleaseselectatemplateoftheselecteduser.Selectinthedropdownlist.Thetemplatesdisplayedareownedby
theuserselectedintheTemplatesofUsersfield.
ClickNext.
6. AttheOverviewdialogbox,completethesefields:
Manager.Selecttheowninguserorusergroupinthedropdownlist.
Code.TypeorselectacodefromtheF2Lookuplist.
Probability.Typeorselectthepercentprobabilityofsuccess.
Stage.Typeorselectthestagetheopportunityisbeginningat.Thisfieldcommonlydefaultsto10InitialContact.
Source.TypeorselectthesourceoftheopportunityfromtheF2Lookuplist.
StartDate.TypeorselectthestartingdatefromtheF2graphicalcalendar.
Closeby.TypeorselecttheendingdatefromtheF2graphicalcalendar.
ClickNext.
7. AttheInfluencersdialogbox,clickNew,EditorDeleteandcompletetheappropriatewindow.
GoldMine User Guide
8. ClickNext.
9. AttheFinishdialogboxcompletethesefields:
Probability.TypeorselectthepercentprobabilityofsuccessfromtheF2Lookuplist.
Forecast.ThefieldautopopulatesbasedondataenteredintheForecastedSalesdialogbox.
Closeby.SelecttheclosingdatefromtheF2graphicalcalendar.
10. ClickFinish.TheopportunityisaddedtotheupperpaneoftheOpportunityManager.
GoldMine User Guide
Using the Project Manager

TheProjectManagerenablesyoutooverseecomplexprojectsinvolvingmanycomponents.
UsethefollowingproceduretoopenandusetheProjectManager.
1. SelectGoTo>Projects.
2. AttheProjectManagerwindow,usetheiconsonthetoolbartoperformgeneralactionsandthelocalmenuforother
actions.
3. Tocreateaproject,rightclicktheupperpaneandselectNew.
See"CreatingProjects"onpage175.
4. Tofilterthedisplayingprojects,clickontheShowdropdownmenuandselectthecorrespondingStatus.Toviewall
projectsthatarenotclosed,selectActiveinthedropdownlist.
5. Selecttheprojectandmanageprojectdetailsusingthetabs:
Contacts.Contactsassociatedwiththeproject.
Task.Scheduleaplanofactionwithspecifictasksassignedtousersorusergroups.
Team.GoldMineusersandcontactscontributingtotheproject.
Issues.Possibleroadblockstothesuccessfulcompletionoftheproject.
Notes.Typefreeformnotesrelatedtotheproject.
Details/Links.Displayssimpledetails;letsyoulinkdocuments.
Pending.Scheduledactivitiesfortheproject.
History.Completedactivitiesfortheproject.
NOTE: Formoreinformationaboutthevarioustabslocatedonthepage,referto"UsingtheOpportunity
Manager"onpage169.
Creating Projects
Usethefollowingproceduretocreateanewproject.
2. AttheProjectManagerdialogbox,clickNew,orrightclickandselectNew>NewProjectfromthelocalmenu.
3. AttheNewProjectPromptdialogbox,click:
Yes.TheProjectWizardappears.See"UsingtheProjectWizard"onpage177.
No.TheNewProjectdialogboxappears.
4. CompletethefollowingfieldsasneededandthenclickOK.
Company.Thecompanyinthecurrentcontactrecordpopulatesthisfield.Tochangethecontact,clicktheSearch
buttontotherightandselectacompanyfromtheContactSearchCenter.
Contact.Selecttheprimaryoradditionalcontactinthedropdownlist.
TheContactfieldlabelwillchangeaccordingtothetypeofrecordselected.Forexample,iftheselectedrecord
typeisCar,thenthefieldlabelwillappearasVIN#withadropdownlistofVehicleIdentificationNumbers.
Type.DefaultstoProjectandcannotbechangedinthisdialogbox.
TemplatesofUser.Selecttheuserwhoistheownerofthetemplatetouse.
Pleaseselectatemplateoftheselecteduser.Selectatemplateinthedropdownlist(see"CreatingProject
Templates"onpage176).
GoldMine User Guide
5. AttheProjectPropertiesdialogbox,completethesefieldsasneeded.
Project.TypeorselecttheprojectnamefromtheF2Lookuplist.
Company.Typethenewcompanynameifthenameinthefieldisnotthecorrectcompanyname.
Manager.Selecttheprojectmanagerinthedropdownlist.
Code.SelecttheprojectcodebytypingorselectinganentryfromtheF2Lookuplist.
Status.Typeorselect.
Stage.Typeorselect.
Source.TypeorselectthesourceoftheprojectfromtheF2Lookuplist.
StartDate.SelectthedatetheprojectstartsfromtheF2graphicalcalendar.
EndDate.SelectthedatetheprojectshouldendfromtheF2graphicalcalendar.
ActualEnd.DefaultstothedatedisplayedintheEndDate.Updateswhentheprojectiscompleted.
6. ClickOKtoreturntotheProjectManagerwindowwithyournewprojectlistedintheupperpane.Eachtabmustbe
updatedmanually.
Editing Projects
TheProjectManagerContactstabdisplaystheCompany,Contact,Title,andRoleofrelatedcontacts.Editthecontacts
usingtheContactslocalmenu.
Usethefollowingproceduretoeditaproject.
1. IntheProjectManager,selecttheprojecttoedit.
2. RightclickandselectEdit.
3. AttheProjectPropertiesdialogboxappears,editthefieldsasneededandthenclickOK.
Creating Project Templates

Usethefollowingproceduretocreateaprojecttemplate.
2. AttheProjectManagerwindowclicktheNewProjectdropdownmenubuttonandselectNewTemplate.
TheProjectTemplatesPropertiesdialogboxopens.
NOTE: Thesettingsyouconfigureinthetemplateareusedwhenanopportunityiscreatedbasedonthe
template.Carefullyconsiderthesettings,forexample,theAcct.Managerbecomesthedefaultownerand
thereforethedefaultManageroftheopportunity.Userscanchangethesettingsastheycreatethe
opportunity.
3. Completethefieldsasneeded.
TemplateName.TypethenameofthetemplateorselectanameintheF2Lookuplist.
Code.TypeorselectacodeintheF2Lookuplist.
Status.Typeorselectthestartingstatusfortheopportunitiescreatedusingthistemplate.
Stage.Typeorselectthebeginningstagefortheopportunitiescreatedusingthistemplate.
Source.Typeorselectthesourceoftheopportunity.
Numberofdaystocomplete.Typeorselectthenumberofdaysneededtocompletetheproject.
Taskdatestobebased.Selectthedateenteredfortaskssetupfortheproject.ThisdateappearsinboththeStart
DateandEndDatefieldsoftheTaskdialogbox.
GoldMine User Guide
Using the Project Wizard

TheProjectWizardtakesyouthroughtheprocessofcreatingaproject,configuringbasicinformation,andsettingtheinitial
informationinthetabs.TheProjectstabonthecontactrecorddisplaystheprojectsassociatedwiththecontact.
UsethefollowingproceduretoopenandusetheProjectWizard.
2. AttheProjectManagerwindow,rightclicktheupperpaneandselectNew.
3. AttheNewProjectPromptdialogbox,selectYes.
TheProjectWizard:Welcomedialogboxopens.TheCompanydefaultstotheactivecontactrecord.
Foranothercontactrecord,clickthesearchbuttontolaunchtheContactSearchCenterandthenselectthecontact.
4. ThecontactsandadditionalcontactsavailableintheContactsdropdownlistdependonthecompanyselected.Select
thecontactfortheprojectandclickNext.
5. AttheDescriptiondialogbox,completethefieldsasneeded.
Enterorselectadescriptionfortheprojectbelow.TypeorselectanamefromtheF2Lookuplist.
TemplatesofUser.Selecttheuserorusergroupinthedropdownlist.
Pleaseselectatemplateoftheselecteduser.Selectinthedropdownlist.Thetemplatesdisplayedareownedby
theuserselectedintheabovefield.
ClickNext.
6. AttheOverviewdialogbox,completedasneeded.
Manager.Selecttheowninguserorusergroupinthedropdownlist.
Code.TypeorselectacodefromtheF2Lookuplist.
Stage.TypeorselectfromtheF2Lookuplistthestagetheprojectbeginsat.
Source.TypeorselectfromtheF2Lookuplist.
StartDate.TypeorselectfromtheF2graphicalcalendar.
CloseDate.TypeorselectfromtheF2graphicalcalendar.
7. ClickNexttoviewtheInfluencersdialogbox.See"EditingOpportunityInfluencers"onpage179.
8. ClickNexttoviewtheTeamMembersdialogbox.See"EditingTeams"onpage181.
9. ClickNexttoviewtheIssuesdialogbox.See"EditingIssues"onpage181.
10. ClickNexttoviewtheDetails/Linksdialogbox.See"EditingDetails/Links"onpage182.
11. ClickNexttoviewtheFinishdialogbox.
12. AttheFinishdialogbox,completethefollowingfieldsasneeded:
Code.TypeorselectthecodefromtheF2Lookuplist.
Stage.TypeorselectthebeginningstagefromtheF2Lookup.
Closeby.SelecttheclosingdatefromtheF2graphicalcalendar.
13. ClickFinish.
TheprojectisaddedtotheupperpaneoftheProjectManager.
GoldMine User Guide
Managing Opportunity and Project Details

ThefollowingtopicsdescribethevarioustabslocatedontheOpportunitiesandProjectpages.
EditingProjectContacts(seepage178)
EditingOpportunityInfluencers(seepage179)
EditingProductsandServices(seepage179)
EditingTasks(seepage180)
EditingTeams(seepage181)
EditingIssues(seepage181)
EditingNotesforOpportunitiesandProjects(seepage181)
EditingCompetitors(seepage182)
EditingDetails/Links(seepage182)
EditingPendingActivitiesforOpportunitiesandProjects(seepage183)
EditingHistoryInformationforOpportunitiesandProjects(seepage183)
Editing Project Contacts

TheProjectManagerContactstabdisplaystheCompany,Contact,Title,andRoleofrelatedcontacts.Editthecontactsusing
theContactslocalmenu.
1. IntheProjectManager,selectaprojectandclicktheContacttabinthelowerpane.
2. RightclickandselectNew.
3. AttheContactdialogbox,editthefields:
Company.ClickthesearchbuttontotherighttolaunchtheContactSearchCenterandselectthecompany.
Contact.Thecontactsandadditionalcontactslistedinthedropdownlistdependuponthecompanyselected.
Title.Typeorselectthecontactsofficialtitle.
Role.Typeorselecttheroledefiningthecontactsrelevancetotheproject.
Notes.Typeinextrainformationaboutthecontact.
4. Tochangealinkedcontact,rightclickandselectRelinktoAnotherContact.TheContactSearchCenterappears.
Doubleclickthenewcontactyouwanttolinkto.
5. TodisplaytheContactRecordoftheselectedcontactintheProjectmanager,rightclickandselectGotoContact
Record.
TheContactRecordwindowdisplaystheselectedcontact.
6. Todeleteacontactfromthelist,rightclickandselectDelete.
7. ToedittheinformationintheContactdialogbox,rightclickandselectEdit.
GoldMine User Guide
Editing Opportunity Influencers

TheInfluencerstabintheOpportunityManagerdisplaystheCompany,Contact,Title,Role,andResponseModecolumns.
InfluencersarecontactsassociatedwiththeOpportunity.Editinfluencersusingthelocalmenu.
1. IntheOpportunityManager,selecttheInfluencerstabinthelowerpane.
2. RightclickandselectEdit.
3. AttheInfluencerdialogbox,completethefieldsasneeded.
Company.ClickthesearchbuttontotherightofthefieldandselectLookupcontactwhichlaunchestheContact
SearchCenter.
Selectacontact,orselectCreateanewcontactwhichlaunchestheNewCompanyandContactdialogboxto
createanewcontactrecord.
Contact.Thecontactsandadditionalcontactslistedinthedropdownlistdependuponthecompanyselected.
Title.Typeorselectthecontact'sofficialtitle.
Role.Typeorselecttheroledefiningthecontact'srelevancetotheopportunity.
ResponseMode.Typeorselectthewaytheinfluencerislikelytorespondwhencontactedaboutasale.
Notes.Extrainformationabouttheinfluencer.
4. Tochangealinkedcontact,rightclicktheInfluencertabandselectRelinktoAnotherContact.
TheContactSearchCenterappears.
SelectthecontacttoexchangingwiththehighlightedcontactfromtheInfluencertab.
5. TodisplaythecontactrecordoftheselectedcontactintheOpportunitymanager,rightclickandselectGotoContact
Record.
Thecontactrecorddisplays.
6. Todeleteacontactfromthelist,rightclickandselectDelete.
7. Toaddaninfluencer,rightclickandselectNew.
Editing Products and Services

TheProductstabdisplaysCloseDate,%Prb,Forecast,Product,Contact,andUsercolumns.Edittheproductsusingthelocal
menu.
1. IntheOpportunityManager,selecttheProds/Svcstabinthelowerpane.
2. Tochangeoptionsforaproductorservice,selecttheforecastedsale,rightclick,andselectEdit.TheSchedulea
3.
4.
5.
6.
7.
8.
9.
10.
ForecastedSaledialogboxappears.
Toviewaproduct,highlighttheactivity,rightclick,andselectZoom.TheScheduledActivityZoomwindowappears.
ScrollthroughtheactivitiesbyclickingNextandPrevious.ClickCompletetocompletetheactivityorDeletetoremove
itfromthelist.
TocompleteaproductsaleandfileitintheHistorytab,rightclickandselectComplete.TheCompleteanactivity
dialogboxappears.UpdatethefieldsandthenclickOK.
Toaddaproduct,rightclickandselectSchedule.SelectForecastedSaletoaddaforecastedsaletotheProds/Svcstab.
Otheroptions,includingCall,Appointment,NextAction,arescheduledanddisplayedonthePendingtabinthe
OpportunityManager.
Toquicklysendanemailtothelinkedcustomeronaforecastedsale,rightclickandselectReply.TheReplytoan
Activitydialogboxappears.FiletheemailinHistory,deleteit,orretainitintheinbox.Notesalsocarryover.
Todisplayonlyproductsthatmeetaparticularcriteria,rightclickandselectOptions>Filter.TheActivityFilterdialog
boxappears.
Tolocateaparticularproduct,usetheFindoption.RightclickandselectFind.TypeacharacterstringintheFindWhat
boxontheFinddialogbox.
TosendthedataintheProductstabtoanoutsideformat,rightclickandselectOutputto.Sendthedatatotheprinter
(asaGoldMineReport),Word,Excel,ortheClipboard.
Toremoveaproductfromthelist,rightclickandselectDelete.
GoldMine User Guide
Editing Tasks
TheTaskstabintheOpportunityManagerandtheProjectmanagerdisplaysReference,Status,Priority,andUsercolumns,
aswellasaGanttchartcalendar.Tasksrepresentthescheduledplanofactionsforthesuccessfulcompletionofan
opportunityorproject.Edittasksusingthelocalmenu.
Usethefollowingproceduretoedittasks.
1. IntheOpportunityorProjectManager,clicktheTaskstabinthelowerpane.Rightclickandthelocalmenuappears.
2. ToviewtheGanttchartfortasksoutsidetheviewingdates,rightclickandselectGotoTask.
TheGanttchartjumpstothestartingdatefortheselectedtask.
NOTE: TochangethedaterangesdisplayedintheGanttchartcalendar,rightclickthechart.Eachright
clickonthecharttakesyouuponelevel,startingatweeklyandgoingontomonthly,yearly,andsoon.To
godownanincrement,leftclickforeachlevel.
3. Tomarkataskascompleted,rightclickandselectComplete.
ThetaskismarkedoutonthecalendarandtheStatuscolumnisupdatedtoCompleted.
4. Tolocateaparticulartask,usetheFindoption.
RightclickandselectFind.
TypeacharacterstringintheFindWhatboxontheFinddialogbox.
Acharacterstringisanyseriesofalphanumericcharacters(includingspaces)treatedasagroup.
5. TosenddataintheTasktabtoanoutsideformat,rightclickandselectOutputto.
SelectfromSenddatatotheprinter(asaGoldMineReport),Word,Excel,ortheclipboard.
6. Tochangetheoptionsforatask,rightclickandselectEdit.
AttheTaskdialogboxcompletethefollowingfieldsasneeded.
Reference.TypeorselectapredefinedreferencefromtheF2Lookuplist.
Status.Typeorselectastatuslevelforthetask.
StartDate.TypeorselectthebeginningdateofthetaskfromtheF2graphicalcalendar.
EndDate.TypeorselectthedatethetaskshouldbecompletedfromtheF2graphicalcalendar.
User.Selecttheuserorusergroupthetaskisassignedtointhedropdownlist.
Priority.TypeorselecttherankfromtheF2Lookuplist.
Color.Inthedropdownlist,selectthecolortodisplaysforthetaskontheGanttchartcalendar.
%Done.Usingtheupanddownarrows,selectthepercentofthetaskcompleted.
Notes.Addnotesasneeded.
CompletedTask.Selectthisoptionifthetaskisalreadycompleted.TheStatusintheTasktabisupdatedas
(Completed).
7. Toremovethetaskfromthelist,rightclickandselectDelete.
8. Toaddatask,rightclickandselectNew.
GoldMine User Guide
Editing Teams
TheTeamtabdisplaysMember,Title,Department,andRolecolumns.Edittheteamusingthelocalmenu.
Usethefollowingproceduretoeditteams.
1. IntheOpportunityorProjectManager,clicktheTeamtabinthelowerpane.
2. Tochangesettingsforateammember,rightclickandselectEdit.
3. AttheOpportunityorProjectTeamMemberdialogbox,completethefieldsasneeded.
Type.SelectUser(forGoldMineusers)orOtherContact(foracontactinthedatabase).
Member.IfyouselectedUser,thedropdownlistdisplaysuserstochoosefrom.IfyouselectedOtherContact,click
theSearchbuttontotherightandlocatethecontacttoaddintheContactSearchCenter.Thenselectone
additionalcontactsinthedropdownlist.
Title.Typeorselecttheteammember'stitlefromtheF2Lookuplist.
Department.Typeorselecttheteammember'sdepartment.
Role.Typeorselecttheteammember'sroleintheopportunityorprojectfromtheF2Lookuplist.
Notes.Typespecificnotesrelatedtotheteammember.
4. TodisplaytheContactRecordfortheOtherContact,rightclickandselectGotoContactRecord.
ThecontactdisplaysintheContactrecordwindow.
5. Toremovetheteammemberfromthelist,rightclickandselectDelete.
6. Toaddateammember,rightclickandselectNew.
Editing Issues
TheIssuestabdisplaysPriority,Date,Status,Issue,andUsercolumns.Editissuesusingthelocalmenu.
1. IntheOpportunityorProjectManager,selecttheIssuestabinthelowerpane.Rightclick,andthelocalmenuappears.
2. Toupdateanissue,rightclickandselectEdit.TheIssuedialogboxappears.
Issue:TypeorselectadescriptivetitlefortheissuefromtheF2Lookuplist.
Status:Typeorselectastatus.
Priority:TypeorselectarelativepriorityfortheissuefromtheF2Lookuplist.
Date:ClickontheF2Lookuparrowtoselectadateusingthegraphicalcalendar.
User:Selecttheuserinthedropdownlist.
Notes:Typeacompletedescriptionoftheissue.
3. Toremovethetaskfromthelist,rightclickandselectDelete.
4. ToaddanIssue,rightclickandselectNew.
Editing Notes for Opportunities and Projects

TheNotestabdisplaysageneraltextbox.Editthenotesusingthelocalmenu.
Usethefollowingproceduretoeditnotes.
1. IntheOpportunityorProjectManager,clicktheNotestabinthelowerpane.
2. Toaddanote,clickthemouseinthetextbox.Ablinkingcursorappears.Typetexttoaddtothenote.
3. Toeditthenote,highlightthetexttoalterandrightclick.
4. Atthelocalmenu,completethefieldsasneeded.
Undo:Undothelasteditingactiononhighlightedtext.
Cut:Removestheselecttext.
Copy:Copiestheselectedtexttotheclipboard.
Paste:Pastesthelastcopiedtexttothelocationoftheblinkingcursor.
Delete:Deletesthetext.
SelectAll:Highlightsallthetextinthenote.
GoldMine User Guide
Editing Competitors
TheOpportunityManagerCompetitorstabdisplaystheCompany,Product,Strengths,Weaknesses,Rating,Status,and
Contactcolumns.Competitorsarecompaniesorcontactswhoareyourcompetitorsforasale.Editthecompetitorsusing
thelocalmenu.
1. IntheOpportunityManager,selecttheCompetitorstabinthelowerpane.
2. Tochangethecompetitoroptions,rightclickandselectEdit.TheCompetitordialogboxappears.
Competitor:TypeorselectthecompetitorfromtheF2Lookuplist;orclickthesearchbuttontotherighttolaunch
3.
4.
5.
6.
theContactSearchCenterandselectacompany.
Contact:Thecontactsandadditionalcontactslistedinthedropdownlistdependuponthecompanyselected.
Rating:Typeorselectthecompetitor'srating.
Status:Typeorselectthecompetitor'sstatus.
Product:Typeorselecttheproductnameortype.
Strengths:Typeorselectthestrengthofthecompetitor'sproduct.
Weaknesses:Typeorselecttheweaknessofthecompetitor'sproduct.
Notes:Additionalinformationaboutthecompetitor.
Tochangealinkedcompetitor,rightclickandselectRelinktoAnotherContact.TheContactSearchCenterappears.
SelectthecontacttoexchangewiththehighlightedcontactfromtheCompetitortab.
TodisplaytheContactRecordoftheselectedcompetitorintheOpportunityManager,rightclickandselectGoto
ContactRecord.TheContactRecordwindowdisplaystheselectedcontact.
Todeleteacompetitorfromthelist,rightclickandselectDelete.
Toaddacompetitor,rightclickandselectNew.TheCompetitordialogboxappears.
Editing Details/Links
IntheOpportunityorProjectManager,theDetails/Linkstablinksdocuments,programexecutables,andWebsitestothe
opportunityorproject.ThetabdisplaysItem,Reference,andLinkedDocumentcolumns.EdittheDetail/Linksinformation
usingthelocalmenu.Usethefollowingproceduretoeditdetailsandlinks.
1. IntheOpportunityorProjectManager,selecttheDetails/Linkstabinthelowerpane.
2. Tochangetheoptionsonadetailorlink,rightclickandselectEdit.
3. AttheDetailPropertiesdialogbox,completethefieldsasneeded.
Item.TypeorselectanameforthedetailfromtheF2Lookuplist.
Reference.Typeorselectadescriptionoftheitem;or,ifyouarelinkingaWebsite,typetheURL.Forexample,
www.frontrange.com.
DocumentisGoldMineMergeForm.SelectthisoptioniflinkingaWorddocumentyouusedwiththedocument
4.
5.
6.
7.
8.
9.
mergefunctionality.
AllowFiletoSynchronize.SelectaDetail/Linktosynchronizetoremoteusers.
FileName.Browsetothelocationofthedocumentor.exetolink.
Tolaunchalinkeddocumentor.exe,highlightthedetail,rightclick,andselectLaunch.
TolaunchalinkedWebsite,highlightthedetail,rightclick,andselectLaunchWebSitefromthelocalmenu.
Tolocateaparticulardetail,usetheFindoption.RightclickandselectFind.TypeacharacterstringAnyseriesof
alphanumericcharacters(includingspaces)treatedasagroup.intheFindWhatboxontheFinddialogbox.
TosendthedataintheDetails/Linkstabtoanoutsideformat,rightclickandselectOutputto.Sendthedatatothe
printer(asaGoldMineReport),Word,Excel,ortheclipboard.
Toremovethedetailfromthelist,rightclickandselectDelete.
ToaddaDetail,rightclickandselectNew.
GoldMine User Guide
Editing Pending Activities for Opportunities and Projects

ThePendingtabdisplaysActivity,Date,Time,User,Code,Contact,andReferencecolumns.Editthependingactivitiesusing
thelocalmenu.
Usethefollowingproceduretoeditpendingactivities.
1. IntheOpportunityorProjectManager,selectthePendingtabinthelowerpane.
2. Rightclick,andselectZoom.
TheScheduledActivityZoomwindowopens.
ScrollthroughtheactivitiesbyclickingNextandPrevious.
ClickCompletetocompletetheactivityorDeletetoremoveitfromthelist.
3. TocompleteanactivityandfileitintheHistorytab,rightclickandselectComplete.
AttheCompleteanactivitydialogbox,updatethefieldsandclickOK.
4. Toscheduleactivities,rightclickandselectSchedule,thenselectanoption(see"SchedulingandCompletingActivities"
onpage74).
5. Toquicklysendanemailtothelinkedcustomeronapendingactivity,rightclickandselectReply.
AttheReplytoanActivitydialogbox,filetheemailinHistory,deleteit,orretainitintheinbox.Notescancarry
over.
6. Todisplayonlypendingactivitiesthatmeetaparticularcriteria,rightclickandselectOptions>Filter.
AttheActivityFilterdialogbox,usetheFindoptiontolocateaparticulardetail.
TypeacharacterstringintheFindWhatboxontheFinddialogbox.
Acharacterstringisanyseriesofalphanumericcharacters(includingspaces)treatedasagroup.
7. TosendthedatainthePendingtabtoanoutsideformat,rightclickandselectOutputto.
Sendthedatatotheprinter(asaGoldMineReport),Word,Excel,ortheclipboard.
8. Toquicklyupdateamanyactivities,rightclickandselectOptions>AutoUpdate.
9. Toremovethedetailfromthelist,rightclickandselectDelete.
10. ToaddaDetail,rightclickandselectNew.
Editing History Information for Opportunities and Projects

TheHistorytabdisplaysDate,User,Activity,Result,Code,Contact,andReferencecolumns.Edithistoryinformationusing
thelocalmenu.
Usethefollowingproceduretoedithistoryinformation.
1. IntheOpportunityorProjectManager,clicktheHistorytabinthelowerpane.
2. TochangeoptionsforaHistoryrecord,rightclickandselectEdit.
3. RightclickandselectZoom.
AttheCompletedActivityZoom,scrollthroughtheactivitiesbyclickingNextandPrevious.
GoldMine User Guide
4. Todisplayonlyhistoryrecordsthatmeetaparticularcriteria,rightclickandselectOptions>Filter.
AttheActivityFilterdialogbox,tolocateaparticularrecord,usetheFindoption.
TypeacharacterstringintheFindWhatboxontheFinddialogbox.Acharacterstringisanyseriesofalphanumeric
characters(includingspaces)treatedasagroup.
5. TosendthedataintheHistorytabtoanoutsideformat,rightclickandselectOutputto.
Sendthedatatotheprinter(asaGoldMineReport),Word,Excel,ortheclipboard.
6. Toremovetherecordfromthetab,rightclickandselectDelete.
GoldMine User Guide
Contact Management
Overview
GoldMineusesthecontactrecord(contact)asthecorecomponenttowhichallinformationistied.Whenacontactis
addedtoGoldMine'sdatabase,acontactrecordiscreated.Itcontainssuchbasicinformationasname,address,and
telephoneinformationaboutapersonorcompanyyoukeepincontactwith.Therecord'smanyfieldsrecordpertinentand
updatedinformation,alwaysmakingthenewestinformationavailabletoGoldMineusersworkingwiththecontact.
NOTE: ThedefaultviewforcontactrecordsistheContactListview.Doubleclickonacontacttoopen
thatcontactrecord.
Thecontactrecordhastwobasicsections:
Uppersection.Containsstandardcontactinformationsuchasname,addressandtelephonenumbers,andfiveuser
definablefields.Thispartofthescreenistheprimarycontactinformationbecauseitdisplaysthecompany'snameand
thenameofthecompany'sprimarycontact.Itiscommontocompletetherestofthecontactrecordwithinformation
relatedtotheprimarycontactofthatcompany.
Lowerpart.Organizessecondaryinformation,suchasRelationships,notes,pendingactivities,andhistoryrecords,into
Contacttabsstoringinformationlinkedtothecontactrecord.Forcontacttabinformation,see"Aboutthe
RelationshipsTab"onpage197.
Eachrecordalsohasasetofassociatedcustomizableproperties:
RecordrelatedSettings.Phonenumberformat,recordownership,andalerts.Formoreinformation,see"Aboutthe
RelationshipsTab"onpage197.
ContactDetails.Occasions,free/busy,anddigitalIDs.Formoreinformation,see"WorkingwithContactDetails"onpage
197.
About Contact Record Tabs

Thetabbarappearsinthemiddleofacontactrecord.Itcontainsaseriesoftabfoldersfororganizinginformationrelatedto
thecontactincludingRelationships,Details,Notes,GM+View,Pending,History,Opportunities,Projects,andCases.
To View the Information on a Tab

Selectatabfromthedefaultlayout,orcustomizethetablayoutbyselectingfromthepulldownmenuattherightof
thewindow.
Shortcutkey.Typeashortcutkeytolaunchthetab(see"ContactRecordShortcutKeys"onpage40).
Mouse.Ifyourlayoutincludesmoretabsthanfitinthecontactrecordwindow,clickthedropdownarrowatthe
beginningoftherowandselectthetabfromthemenu.
Aselectedtabmovestothefrontandchangescolor.ThelowerpartoftheRecorddisplaysinformationspecifictothetab.
Usethescrollbarsorresizethewindowtoviewalltheinformation.OrchangethedisplayedtabsbasedonUserOptions.
Tabshavelocalmenus.Rightclicktodisplay.Toapplyacommandtoalistedrecord,selecttherecord,thenrightclickto
displaythelocalmenu.
GoldMine User Guide
About Contact Record Tabs 185
Contact Record Tabs

ThefollowingtabsareavailableinGoldMine:
Cases.Showsthecaseinformationforacontact.See"UsingtheServiceCenter"onpage249.
Contacts.Displaysinformationaboutadditionalcontacts.
Details.Storesinformationaboutthecontact,suchasemailaddresses,pagerPIN,birthdaysandsoon.See"Aboutthe
DetailsTab"onpage199.
Field.Displaysinformationintheuserdefinedfields.
GM+View.CreatesacustomizableinformationpageusingHTMLcapabilities.
History.Storescompletedscheduled/unscheduledactivitiesforthecontact.See"SchedulingActivities"onpage75.
Relationships.Showsthegraphicinterfaceforacontact.Formoreinformation,see"AbouttheRelationshipsTab"on
page197.
Link.Listsfileslinkedtothecontact.See"LinkingFilestoaContactRecord"onpage192.
Members.DisplaysthecontactGroups(Fixedsetofcontactrecordsthatmeetaninitialsetofconditions.See"Groups"
onpage223.
Notes.Storesfreeforminformationaboutthecontact.See"AbouttheNotesTab"onpage203.
Opportunities.Displaysopportunitieslinkedtothecontact.See"OpportunityandProjectManagement"onpage169.
Pending.Displaysallactivitiesscheduledforthecontact.See"SchedulingActivities"onpage75.
Projects.Displayslongtermprojectstowhichthecontactislinked.See"OpportunityandProjectManagement"on
page169.
Processes.DisplaystheAutomatedProcessesattachedtothecontact.
Referrals.Referralscreatealinkbetweentwocontactrecordsinthedatabase.See"AbouttheReferralsTab"onpage
203.
Summary.Displaysactivityinformationforthecontactandthecontactrecord.See"AbouttheSummaryTab"onpage
205.
Ticket.AvailablewhenusingGoldMinewithanELicense,onanSQLdatabase,andintegratedwithHEAT.Formore
informationtheTickettab,seetheTicketTransferUtilitywithHEATIntegrationsectionintheGoldMineAdministrators
Guide.
To Customize Contact Record Tabs

YoucancustomizetheContactRecordtabstoyourparticularneeds.Youcanaddordeleteatab,rearrangetheorderin
whichtheyappearorrenamethetabs.
1. AttheContactRecordtabsarea,clickthemoretabwhichappearsleftofthetabs.
Alistofthetabsappears.
2. ClickCustomizetoviewtheDisplayTabsdialogbox.
Toaddatab,checktheboxnexttothetabnameyouwanttodisplayandthenclickOK.
Todeleteatab,unchecktheboxnexttothetabnameyouwanttodeleteandthenclickOK.
Torearrangetheorderofthetabs,selectthetabandclicktheMoveUporMoveDownandthenclickOK.Thetabs
orderchanges.
Torenameatab,selectthetabandclickRename.TypethenewnameinthedialogboxandclickOK.Thenew
nameappearsonthetab.TomakethischangeglobalthroughoutGoldMine,clickCustomizetablabelsglobally.
Toabandonthechanges,clickResetandthenclickOK.Theoriginaltabs,tabnames,andtaborderappear.
186 About Contact Record Tabs
GoldMine User Guide
About Creating Contact Records

Createcontactrecordsseveralways:
Createanewrecordforanewcompany.
Createanewcontactwithanewrelationshiptree(organizationalchart).
Createanewcontactbasedonarecordtype.
Creating New Default Record Types

CreateContactRecordsseveraldifferentways.Themethodoutlinedherecreatesanewrecordbasedonarecordtype.Also
createanewcontactwithaneworganizationalchartorcreateanewcontactlinkedtoanexistingorganizationalchart.
Newrecordsbasedonrecordtypesrequireyoutoconfigurethenewrecordcreationoptionsforthevariousrecordtypesin
theRecordTypesAdministrationCenter.Tocreaterecordsbasedonrecordtypes,youmustuseFieldvaluebasedrules.
1. OpentheFilemenuandselectNew>NewDefaultRecordType.TheNewCompanyandContactdialogboxappears.
Thedialogboxdisplaysfieldsspecifiedwhenconfiguringthenewrecordcreationoptions.
2. Ineachfield,typeorselectthevalueinF2Lookuplists.
3. SelectViewinnewwindowtoopentherecordinasecondcontactwindowwhencompletingtheAddaNew<record
typename>Recorddialogbox.ClickOK.
4. TheDuplicateCheckingareadisplaysuptofourfieldsyoucanselectforduplicatechecking.Thenamesoftheselected
fieldsdisplayintheDuplicateCheckingarea.Ifyouselectedlessthanfourfieldsforchecking,n/aisdisplayedforthe
extrafieldsandtheoptionisdimmed.
Duplicatecheckingverifies,basedontheselectedfields,thatyouarenotcreatingaduplicateofanexistingrecord.
5. ClickOK.Thecontactwindowdisplaystherecord.Completetheprimaryfieldsnotincludedinthedialogbox.Also
selecttheFieldstabandcompletethenecessaryfieldsintheCustomScreenassociatedwiththerecordtype.
Creating a New Contact Record

Usethefollowingproceduretocreateanewrecordforanewcompany.
Notethatrequiredfieldsdisplaywithasurroundingredbox.IfyoudonotenterdatainarequiredfieldtheRequiredFields
Alertdialogboxopens.
1. ClickNewRecord button,oropentheFilemenuandselectNew>NewRecord.
TheNewRecorddialogboxopens.
2. AttheRecordTypedropdownbox,selectthetypeofcontactyouwanttocreatefromthepulldownmenu.
ThesetofrecordtypesavailabledependsontheconfigurationofyourGoldMinesystem.
Tocreateanewcontactrecordwithanewcontactorcompany,select[Plaincontactrecord].
GoldMine User Guide
About Creating Contact Records 187
3. Clickinthearearightofeachfieldname,andinthedropdownboxselectortypetheinformationforthefield.
Company.Typeinthenameoftheorganizationforthisrecord(requiredfield).
Contact.Typeinthefirstnameoftheprimarycontactatthecompany(requiredfield).
Last.Typeinthelastnameoftheprimarycontactatthecompany.
Prefix.Selecttheprefix(Mr.,Mrs.,andsoon)oftheprimarycontactatthecompany.
Dept.TypeinorselecttheDepartmentdesignationoftheprimarycontactatthecompany.
Title.Typeinorselectthetitledesignation,(AccountManager,Consultantandsoon)oftheprimarycontactatthe
company.
Source.Typeinorselectthesourceofthecontact,forexamplePhonebook,newspaper,andsoon.)
Recordtype.Typeinorselectthetypeofrecord,forexampleEUCustomer,Press,andsoon.
Industry.Typeinorselecttheindustryoftheprimarycontact,for
Phone(1,2,3).Typeinthetelephonenumber(s)fortheprimarycontact.
NOTE: Toenterinternationaltelephonenumbers,clicktheInternationalPhoneFormatcheckbox.Ifyou
leavethisfieldblank,GoldMineappliesUnitedStatesandCanadianformattingtothetelephonenumber.If
youselectthischeckbox,telephonenumberarenotformatted.
Fax.TypeintheFaxnumberfortheprimarycontact.
EmailAddress.Clickthedownarrowandcompletetheemailinternetemailaddressforthecontact.Theemail
addressstoresintheDetailstabanddisplaysintheprimarycontactpanes.
WebSite.TypeinorselecttheWebsiteassociatedwiththecontactorthecompany.AtypicalWebsiteaddress
appearsintheformathttp://www.something.com;forexample,http://www.frontrange.com.GoldMinestores
thisaddressasaDetailstab.
4. IntheCreationMethodarea,selectthedesiredoptions.
CopyCurrentrecord.Clickonthisoptiontouseanexistingcontactrecordasatemplateforanewrecordtoavoid
havingtotypethesameentriesinprimaryfields.Clickthischeckboxtocreateacontactrecordwiththeprimary
fieldentriescopiedfromtheactiverecord.TheContact,EmailAddress,Title,andDeptfieldsarenotcopied.To
createacompletelynewContactrecord,donotselectthisoption.
Viewinnewwindow.Clickthischeckboxtodisplaythenewrecordinaseparatewindowappearinginfrontofthe
currentcontactrecord,whichremainsinyourworkarea.Thenewrecordbecomestheactiverecord.
5. IntheDuplicateCheckingarea,selectthefieldstobecheckedforduplicatedatainothercontactrecords.IfGoldMine
findsamatch,youwillreceiveawarningthattherecordalreadyexistsanditasksyouwhethertoproceed.
Phonenumber.CheckthisboxtohaveGoldMinecheckthePhone1fieldforexistingrecordsthathavethesame
telephonenumberastheoneenteredforthenewcontact.
Email.CheckthisboxtohaveGoldMinechecktheemailaddresstoseeifitalreadyexists.
6. ClickOK.
Duplicate Warnings
GoldMinecheckscompanynames,contactnames,phonenumbersandemailsforpossibleduplicates.Ifaduplicateexists,
awarningappears.
188 Duplicate Warnings
GoldMine User Guide
Duplicate Company or Contact Names

Ifyoucreateanewrecordandenteracompanynameorcontactnamethatalreadyexistsforanotherrecord,thefollowing
dialogboxopens.
ClickShowContacttoseetherecordthatcontainstheduplicatename.
ClickAddAnywaytoaddtherecordwiththeduplicatecompanyorcontact.
Duplicate Phone Numbers

Ifyoucreateanewrecordandenteraphonenumberthatalreadyexistsforanotherrecord,thefollowingdialogboxopens.
ClickShowContacttoseetherecordthatcontainstheduplicatetelephonenumber.
ClickAddAnywaytoaddtherecordwiththeduplicatetelephonenumber.
GoldMine User Guide
Duplicate Warnings 189
Duplicate E-mail Addresses

Ifyoucreateanewrecordandenteranemailaddressthatalreadyexistsforanotherrecord,thefollowingdialogbox
opens.
Inthisdialogbox,youcanchoosefromthefollowingoptions:
ClicktheLeavetheEmailaddressattachedtocontactXXX(donotattachtothiscontact)radiobuttontokeepthee
mailaddresswiththeoriginalcontact.
ClicktheAttachedEmailaddressestothiscontact(createduplicate)radiobuttontokeeptheemailaddressduplicate.
ClicktheMovetheemailtothiscontact(removefromcontactXXXX)radiobuttontokeeptheemailaddressand
removefromtheoriginalcontact.
Adding Contacts to an Existing Company

Youcancreateanewcontactandaddittoanexistingcompany.ThesecontactswillappearontheRelationshiptab.
1. AttheContactlistview,doubleclickonacontact.
TheDetailviewforthecontactopens.
2. ClickontheRelationshiptabandthenclickAddContact.
TheAddRelationshipdialogboxopens.
3. ThecompanyattachedtothecontactisthedefaultintheCompanyfield.Tosearchforanothercompany,clickthe
Searchbutton.
TheSearchCenteropensandyoucanselectthecompanyyouwant.
4. AttheContactfield,clickthedownarrowtoselectthenewcontact.
5. AttheRelationfield,clickthedownarrowtoselecttherelationshipofthenewcontacttothecompany.
Tocreateanewrelation,clickthedownarrow,thenselectAddNewandthentypeinthenewrelation.
6.Clickoneofthefollowing:
SaveandNew.ThenewrelationshipappearsintreeformontheRelationshiptab.
SaveandClose.ThenewrelationshipappearsintreeformontheRelationshiptabandthenclosestheAdd
Relationshipdialogbox.
Cancel.Canceltherelationship.
190 Adding Contacts to an Existing Company
GoldMine User Guide
Required Fields Alert Dialog Box

TheRequiredFieldsAlertdialogboxdisplaywhensavingorleavingaContactRecordwithoneormorefieldsrequiring
data,orwhenchangingaprimaryfieldsviewwithoutpopulatingthefield.Whenreceivingthiswarning,enterthecorrect
dataoroverridethefieldrequirements.
IfyouwanttoconfiguretheRequiredDataEntrysettingforafield,clicktheSecuritytabontheFieldPropertiesdialog
boxandmakethedesiredchanges.Formoreinformation,see"EditingFieldProperties(SecurityTab)"onpage201.
Ifyouwanttooverridetherequiredfield,youmusthavetheRequiredfieldoverrideoptionselectedontheAccesstab
ontheUserPropertiesdialogbox.Allusersthatareallowedtooverridemusthaveapassword.Formoreinformation,
see"ToSetUserAccess"onpage20.
To Override Required Fields

1. WhentheRequiredFieldsAlertdialogboxappears,selecteither:
OK.Closesthedialogbox,lettingyouadddatatothefields.
SkipRequiredEntry.Expandsthedialogbox,lettingyouspecifythereasonandauthorizetheoverride.
2. IfyouselectedSkipRequiredEntry,thedialogboxexpands.IntheReasonfield,typethereasonfornotupdatingthe
3.
4.
5.
6.
fieldorselectthereasonfromtheF2Lookuplist.
AttheAuthorizinguserdropdownlist,selecttheuserwithpermissiontooverridetheentry.
Typetheuser'sPassword.
ClickAuthorized!.
Savethecontactrecordwithouttherequireddata;anOverrideactivityaddstotheHistorytaboftherecord.
Editing Contact Records

Youcanupdatecontactrecordswithnewinformationorchanges.
1. Positionthemousecursorinsidethefieldandclicktoactivateacursor.
2. Typeyourchangesintheselectedfield,oreditbasedonF2Lookupvalues.
ToeditbasedontheF2Lookuplist,clicktherightfacingarroworpressF2todisplaythepredefinedfieldvalues.Select
thevaluetoupdatethefieldwith.YoucanaddvaluestotheF2Lookups.
3. Toadvancebetweenfields,presstheTabkey.YoucanalsoselectfieldsbyclickingCTRL+(Firstletteroffieldlabel).
NotethattheTabkeygoesthroughfieldsintheordersetintheFieldPropertiesdialogbox>Layouttab>FieldOrder
area.
ChangetheorderbychangingthePositionNumber.ThisdoesnoteaffectwherethefieldsdisplayintheContact
record.
4. Aftereditingthecontactfields,pressESCorgotothenextrecordtoedit.
Somefields,suchastheLastUpdatefieldontheSummarytab,aredisplayonly.GoldMinegeneratesthevalueofthese
fieldsautomatically,andpreventstheuserfrommakingchanges.Ifyouclickononeofthesefieldswiththeleftmouse
button,noactionwilltakeplace.
GoldMine User Guide
Editing Contact Records 191
Printing Contact Records

Whenyoumakeaprintrequest,GoldMinegathersthecontactinformationintoareportandthenprintsthereport.
1. SelectthecontactrecordyouwanttoprintandclickthePrintbutton.
2. AtthePrintReportdialogbox,completethefields:
Type.Selecttheproducttypeofreport,forexampleGoldMine.
Category.Selectthecategoryofreport,forexampleServiceReportorContactReport.
User.Selecttheuserofthereport,ifneeded.
Report.Thenameofthereport.
Currentcontactonly.Selectthisoptiontoprintareportforthecontact.
Allcontactsinthefollowingfiltersorgroups.Selectthisoptiontoprintallcontactsorallcontactsinafilteror
group,andthenselectthefilterorgroup.ThedefaultisAllContacts.
Tosendthereporttoawindowonline,selectWindow.Tosendthereporttoaprinter,selectPrinter.
Thereportdisplaysorstartstoprint.
Linking Files to a Contact Record

GoldMinestoreslinkeddocumentrecordsundertheLinkstab.Forexample,ifaprospectcallstodiscussabidyousent,
retrievethedocumentbydoubleclickingthelinkstoredwiththeprospectsrecord.
Uselinkeddocumentsasthebasisofbuildingagroup.
AlsomanuallylinkdocumentsusingthelocalmenuintheLinkstaborbydragginganddroppingfilesfromMicrosoft
WindowsExplorerintoGoldMine.Inadditiontofilelinks,linkanyWindowsfoldertoacontactrecord.
192 Printing Contact Records
GoldMine User Guide
Displaying Multiple Contact Records

DisplaymanycontactrecordsintheGoldMineworkarea.Onlyonerecordcanbeactiveonthescreen.
1. AttheContactslistview,selectWindow>NewContactWindow.
Anewcontactwindowappearswiththesameinformationasthefirstcontactwindow.
2. Scrollthroughthecontacts.Ifyouhavealargeamountofcontacts,usetheContactSearchCenterortheUniversal
Searchtolocatethecontact.
Eachnewcontactwindowyouopenisaduplicateoftheactivewindow.
Deleting Contact Records

YoucandeletecontactrecordsfromyourdatabaseusingtheDeleteoptionortheDeleteWizard.
TousetheDeleteWizard,youmusthaveMasterRights.Formoreinformationsee"UsingtheDeleteWizard"onpage194.
Todeleteallorpartofarecord,therecordmustbeactiveonthescreen,andyoumusthavebothDeleteandEditTab
Folderspermissions.
Usethefollowingproceduretodeleteacontactrecord.
1. Selectthecontactrecordtodelete.
2. ClickDelete
intheContacttoolbar.
3. AttheDeletecontactrecorddialogboxselectanoption.
NOTE: Bydefault,allcheckboxesareselected.ReviewselectedboxesbeforeselectingDelete.Youcannot
undodeletions.
Deletetheselectedcontactrecord.Deletesthecurrentcontactrecord,includingitsrelatedadditionalcontacts,
detailentries,andreferrals.Historyrecordsforthecontactarenotdeleted,butbecomeunlinkedactivities.
Deletecontactsscheduledactivities.Deletesallpendingactivitiesforthecurrentcontact.
Deletecontactshistoryrecords.Deletesallhistoryofactivitiesforthecurrentcontactrecord.Sincethesame
historyfileisusedforviewingtheCompletedActivitieshistoryforaspecificuser,deletingthehistoryofacontact
recordaffectstheactivityanalysisstatisticsforalltheuserswhohavecompletedthoseactivities.
NOTE: Emailsarenotdeletedbutonlyunlinked.Thisisvalidforpendingemails(scheduled)andalsofor
filedemails(history).
Deletecontactsopportunity/projectrecords.Deletesallopportunityand/orprojectslinkedtoacontact.These
recordsareremovedfromtheOpportunitiestaband/ortheProjectstab.Selectingthisoptiondoesnotdeletethe
opportunityorprojectfromtheOpportunity/ProjectManager.
Deletecontact'scases.Deletesallcaseslinkedtoanopportunity.
Synchronizethisrecordsdeletions.Letsdeletionsassociatedwiththiscontactrecordbesynchronizedwithremote
sites.
4. ClickDelete.GoldMinedeletesthecontactrecord.
GoldMine User Guide
Displaying Multiple Contact Records 193
Using the Delete Wizard

Toupdateyourcontactdatabasebydeletingsomeorallcalendarrecords,historyandorcontactrecords,useGoldMines
DeleteWizardtoreducethepossibilityofanunintentionaldeletion.
NOTE: OnlyuserswithMasterRightscanaccesstheDeleteWizard.
UsethefollowingproceduretodeleterecordswiththeDeleteWizard.
1. SelectTools>DataManagement>DeleteRecords.
TheDeleteWizardopens.
2. SelectonedeleteoptionandthenclickNext.
Deleteoldhistoryrecord.Purgesoldhistorydatafromthecontactdatabase.Deleteallhistoryrecordsfromthe
contactdatabase,oractivateafilterorgroup,thenusethisoptiontodeletehistoryrecordsfromthesubsetof
records.
NOTE: Removingoldhistoryrecordsperiodicallycansignificantlyreducetheamountofdiskspaceused
bycontactsets.
DeleteALL(filtered)contactrecords.Deletesasubsetofrecordsfromthecontactdatabasebasedonafilteror
group.
194 Using the Delete Wizard
GoldMine User Guide
3. Specifytherecordsyouwanttodeletebyclickingthedownarrowandselectingagrouporfilter.ThedefaultisAll
contactrecords.ClickNext.
4. IfyouselectedDeleteoldhistoryfiles,selectadatefromwhichyouwantfilesdeleted.Ifyouwantallfilesdeletedup
to10/01,forexample,selectthatdate.ThentypeinDeleteAllHistoryFiles.Thisrequirementreducesthepossibilityof
anunintentionaldeletionofcontactrecords.ClickNext.
GoldMine User Guide
Using the Delete Wizard 195
IfyouselectedDeleteALL(filtered)contactrecords,completethedeletewindow.Forinstructionsoncompletingthis
window,see"DeletingContactRecords"onpage193.ThentypeinDeleteAllcontactrecordsThisrequirementreduces
thepossibilityofanunintentionaldeletionofcontactrecords.ClickNext.
5. Ifyoudonotwanttosynchronizethedeletions,uncheckSynchronizeDeletionsandclickFinish.
IfyouselectDeleteALL,theDeleteALLcontactrecordsdialogboxopens.
196 Using the Delete Wizard
GoldMine User Guide
Working with Contact Details

Defineorviewcontactdetailsforanactivecontactrecord.Contactdetailsprovideinformationforthefollowing:
NOTE: YoucancopycontactinformationtotheClipboardusingtheEdit>CopyContactDetailscommand
andthenselectingthedesiredtypeofinformationfromtheCopyContactInfotoClipboarddialogbox.
Occasions.Createoccasionsrecurringoccasionsforcontacts(see"OccasionsintheCalendar"onpage100).
Free/Busy.Accessacontact'sfree/busyfile(.ifb)toafile,ftpsite,orhttpsitesoGoldMinecanreadit(see"Free/Busy
Configuration"onpage102)
DigitalIDs.Importacontact'sdigitalIDfile(.p7band.cer)touseenhancedsecurityonsignaturesandencryption(see
theSettingDigitalIDsectionintheGoldMineAdministrationGuide).
About the Relationships Tab

TheGoldMineRelationshipstabgraphicallydisplaysorganizationalrelationshipsandcontactinformationinarelationship
treestructure.Bydefault,itappearsfirstinthecontactrecordtabs.
NavigatetheRelationshipstabusingitslocalmenuortoolbar.UsetheRelationshipsTabto:
CreateRelationships,Sections,andContacts.
Setreadandupdateaccessonrelationships,sections,andcontacts.
ActivategroupsbasedontheRelationshipshierarchy.
CopydatatoagroupofcontactsbasedontheRelationship.
Creating Relationships
Relationshipsarelinkedtothespecifiedcontactrecord.Therelationship'snameistakenfromtheCompanyfieldofthe
selectedcontactrecord.Createupto5subsidiarylevelsundereachorganizationandlinkcontactstoanysection.
Usethefollowingproceduretocreatearelationship.
1. AttheRelationshipsTab,rightclickandselectCreateanewRelationship(ifthepaneisempty),orLookUpa
Relationship.
TheNewRelationshipTreeOptionsdialogboxappears.
2. Selectfromthefollowingoptionsasneeded:
LookupanothercontactandcreateaRelationship.LaunchestheContactSearchCenterandletsyouaddanew
Relationshiptoanothercontactrecord.
CreateaRelationshipbasedon.CreatestheRelationshipbasedonthecurrentcontactRecord.
3. Addsectionsandcontactstoexistingrelationshiptrees.
GoldMine User Guide
Working with Contact Details 197
Adding Contacts To Existing Relationship Trees

Youcancreateanewcontactandaddittoanexistingcompany.ThesecontactsdisplayontheRelationshiptab.
Usethefollowingproceduretoaddcontactstoanexistingrelationshiptree.
1. AttheContactlistview,doubleclickonacontact.
AttheDetailviewforthecontact,clickontheRelationshiptabifnotselected.
2. RightclickontherelationshiptreeandselectNewContact.
3. Toaddanexistingcontact,selectLookupanexistingcontactandaddittosection.
Doubleclickonthenametobeadded.
4. Tocreateanewcontact,selectCreateanewcontactandlink.
CompletetheNewRelationshiptoanExistingCompanydialogbox.Formoreinformationoncompletingthisdialog
box,see"CreatingaNewContactRecord"onpage187.
Creating Relationship Sections

Usethefollowingproceduretosubdivideanorganizationintodivisionsordepartments.
1. AttheRelationshiptab,rightclickanexistingrelationshipandselectNewSection.
TheSectionPropertiesdialogboxappears.
2. AttheSectionHeadingtextbox,acceptthedefaultcontactasthesectionheadingtitleortypeanewone.
3. SelectLinkto<contact>tolinkthecontacttoarelationshiptree.
4. AttheInsertnewsectionlist,selectwhereyouwantthenewrelationshiptoresideandthenclickOK:
UnderManager.Placesthenewsectionasasubcategoryofthemanagercategory.
AboveManager.Placesthenewsectionasaseparateheadingabovethemanagercategory.
Belowmanager.Placesthenewsectionasaseparateheadingbelowthemanagercategory.
198 About the Relationships Tab
GoldMine User Guide
Adding Contacts to Relationships

Usethefollowingproceduretoaddcontactstoexistingrelationshipsandrelationshipsections,creatinglinksbetween
contactrecords.
1. AttheRelationshiptab,selectarelationshiporsectionandrightclicktoselectNewContact.
2. Toaddacontact,select:
LookupanexistingContactandaddittotheSection.LaunchestheCenterandletsyousearchforacontact.Double
clickonacontacttoaddittotheRelationship.
Createanewcontactandlink.LaunchestheNewCompanyandContactdialogbox.Whenfinished,thecontactis
addedtotheexistingRelationshipandtotheRelationshiponthenewcontactrecord.
LinkallGroup/FilterContactstotheSection.AddsallthemembersoftheactivatedfilterorgrouptotheRelationship.
About the Details Tab

TheDetailstabstoresinformationaboutthecontact,suchasemailaddresses,pagerPIN,birthdatesandsoon.This
informationisindexedforrecordsearching.WebsiteandInternetemailaddressesstoreintheDetailstab.
StoreadditionaluserdefinedinformationinthecontactDetailstabsection.TheDetailstabletsyoustoremultiplepieces
ofinformationonthesamesubjectwithoutcreatingnewfields(forexample,ifkeepingtrackofthetypesofcarsacontact
owns,youcancreateaseparaterecordforeachvehiclewithoutcreatingnewfields).
TheDetailtabsupportsaonetomanyrelationshipwiththecontact.ThedatastoresintheContSupptable.Eachrecord
containsatleastthefollowing:
Date.Thedatethedetailrecordwascreated.
Detail.Thenameofthedetailrecordentry(CreditCardNumber,ComputerType).
Reference.Thevalueassociatedwiththedetailentry(forexample,ifthedetailentryisComputerType,thereference
wouldbeDell).
DefinestandarddetailrecordsusingtheF2Lookuplist.Customizebycreatingextendeddetailrecords.AddaDetailtothe
DetailTabbyrightclickingthetabandselectingNew.TheDetailPropertiesdialogboxopens.
Adding Detail Records

DefineanewDetailrecordtotrackbasicinformationontopicsmeaningfultoyourbusiness.Detailrecordsareaddedtothe
DetailLookuplist(F2).
EveryDetailcreatedalsohasitsownReferenceLookuplist.
Usethefollowingproceduretoaddadetailrecord.
1. RightclickundertheDetailstabandselectNew.TheDetailPropertiesdialogboxappears.
GoldMine User Guide
About the Details Tab 199
2. OntheDetailtab,clickthearrowbuttonattheendoftheDetailfieldtoopentheDetailNamesdialogbox.
3. SelectapredefinedvaluefromtheDetailF2Lookuplist,orcreateanewone.
4. IntheReferencefield,typeorselectavaluefromtheReferenceF2Lookup.
5. Toaddanynotestothisdetail,typethemintheNotesfield.Notesareuniquetoeachdetailrecord.
6. ClicktheInfotabifneeded.
Youcanupdateuptotwelvefields.CustomizethefieldlabelsthroughtheSetuptab.Formoreinformationaboutthe
Setuptab,seetheCreatingDetailsInformationFieldssectionintheGoldMineAdministrationGuide.
EachfieldcanbecontrolledbytheF2Lookup,requiringuserstoinputconsistentinformationusingtheSetuptabon
thedialogbox.
7. Ifenteringanemailaddress,selectPrimaryAddresstousetheselectedaddressastheprimary(default)addressfor
thecontact.
8. IntheAudittabyoucanviewtheinformationaboutthecontactrecordcreationandupdates.
Youcannotchangetheinformationonthistab.
Creating Details Information Fields

MasterrightsuserscancustomizetwelvefieldsontheDetailstab.Theextendeddetailfieldsmustbecharacterbased,not
numericordatefields.Ifsearched,theyaresearchedasacharacterstring.Theeleventhandtwelfthfieldsdonotdisplayon
theuserdefinedDetailstab.
To Create a Detail Field

1. OntheContactListwindow,doubleclickarecordtoactivateit.
2. ClicktheDetailstabbelowtherecordandthenrightclickandselectaitemformthelist.
ClickEdittomodifyandexistingrecord
ClickNewtocreateanewrecord.
A<detail>dialogboxwiththepropertiesdetailsappears.
3. SelecttheSetuptab.
Inthefollowingexample,Computeristhedetaildisplayedforreference.
200 About the Details Tab
GoldMine User Guide
4. Ineachtextbox,typeafieldlabeltoapplytoeachfield,followingtheprocedurethatappearsontheSetuptab.
Thenumbertotherightofthetextboxisthefixedfieldlength.
Neithertheformat,order,norlengthcanbechanged.Therefore,carefullyconsideryourcustomlabels,basedonthe
lengthofthefield.
Touseonlyafewofthefields,hideafieldbytypingatleasttwoasterisks(**)ratherthananameinthefieldlabeltext
box.
5. AttheTabNamefield,typethelabelnameagain.
TabName.Thetabnameshouldnotexceed15characters,dependingonthelettersused,andshouldnotcontain
anyspaces.
Shortcut.Toaccessthenewtabwithashortcutkey,typethetabnamewithan&beforetheletteryouwanttouse.
Forexample,type&ifyouwanttouseCtrl+Hastheshortcutkeys.
ClicktheSaveTabcolumnpositionscheckboxtosavemodificationsmadetothenewandthestandardDetailstab
andthenclickOK.
ThedetailsenteredonthenewtabarerecordedonthestandardDetailstab.Becarefulwhendeletingdetailsthathave
beenconvertedintocustomdetailtabs.
Deleting Custom Detail Tabs

1. AttheDetailstab,rightclickonthedetailandselectEdit.
2. SelecttheSetuptab.
3. DeletethevaluefromtheTabNamefieldandthenclickOK.
Deleting a Detail Record

Usethefollowingproceduretodeleteadetailrecord
1. Selecttherecordtodeleteandrightclick.
2. Atthelocalmenu,selectDelete.
GoldMine User Guide
About the Details Tab 201
About the Pending Tab

ThePendingtabdisplaysallactivitiesscheduledforthecontact.UsethePendingtablocalmenutomanagepending
activitiesforthecontactrecord.
ThePendingtabcontainsthefollowingfields:
Activity.Displaysavalue(basedontypeofscheduledactivity).Activitiesinclude:
Appt(appointment)
Call(callback)
Action(nextaction)
Lit(literaturerequest)
Message(message)
Sale(forecastedsale)
Other(otheraction)
Todo(todo)
OutMail(queuedInternetemailmessages)
Date.Dateactivityisscheduledforcompletion.
Time.Scheduledtimeoftheactivity.
User.Nameoftheuserforwhomtheactivityisscheduled.
Code.Activitycode,orotheridentifier,thatcategorizestheactivity.
Reference.Referenceinformationenteredforthescheduledactivity(Followup,Closedeal).
Activities Local Menu

TheActivitieslocalmenuallowsyoumanagescheduledactivitiesinthePendingtabandActivitylist.Forexample,youcan
scheduleanappointmentorcompleteacall.
Thelocalmenucontainsthefollowing:
Schedule.Letsyouselectaparticularactivitytypetoschedule.
Zoom.OpenstheactivityZoomdialogbox,allowingyoutoview,complete,ordeleteanactivity.
Complete.Completestheselectedactivity.
Reply.OpenstheReplytoanactivitydialogboxandthenletsyousendemailtotheuserregardingtheactivity.
Options.AllowsyouselectAutoUpdateorFilter.
Find.OpenstheFinddialogbox,allowingyoutosearchforaparticularactivityrecord.
Outputto.AllowsyoutoselectPrinter,Word,Excel,Clipboard,oriCalendarfileforoutputoptions.
Delete.Removestheselectedactivitywithoutcreatingahistoryrecord.
Edit.OpenstheScheduleanactivitydialogbox,allowingyoutheedittheinformation.
202 About the Pending Tab
GoldMine User Guide
About the Notes Tab

TheNotestaballowsyoutostorefreeformwritteninformationaboutthecontact,suchasanygeneralcontactinformation
thatdoesnotfitconvenientlyintofixedlengthfieldsonthecontact.ScreenrefreshslowsasthesizeoftheNotesgrows
(becausetheentireNotesfieldmustbereadfromthedatabaseeachtimeacontactrecordisdisplayed).Usemanageable
segments,theHistorytab,orcreatealinkeddocument.
To Add, Edit or Delete a Note to the Note Tab

1. AttheNotestab,clickAddnote.
TheNotesareaopens.
2. Aftercompletingthenote,clicktheSavebutton.
3. AnAlertofSuggestionswindowappears.Usethesuggestionsifyouneedthem.
ThenoteappearsintheNotestabwithatimestamp.
4. Toeditanote,selectthenote,rightclicktobringupthelocalmenu,andthenclickEdit.
5. Todeleteanote,selectthenote,rightclicktobringupthelocalmenu,andthenclickDelete.
TrackdailyinteractionswiththecontactontheHistorytab.Thistabhasanextensivenotesfieldandiseasytosortand
search.
About the Referrals Tab

Referralscreatealinkbetweentwocontactrecordsinthedatabase.Whenaprospectisreferredtoasalesperson,arecord
ofthereferralismaintainedhere.Afteryouestablishthelink,jumptothelinkedcontactrecordbydoubleclickingona
referralrecord.Thetabcontains:
Date.Datecreated.
Referral.Nameofthecompanylinkedtothereferralrecord.
Reference.Detailedinformation(reasonforthereferral).
User.Nameoftheusercreatingthereferralrecord.
GoldMineaddsaTo:totheentryintheoriginatingcontactrecord,addsaFor:totheentryforthecontactselectedfromthe
ContactSearchCenter,andthenrecordstheactionintheHistorytab.
Usethefollowingproceduretocreatereferralrecords.
1. ClickontheReferralstaborclickthedownarrowandselectReferralsfromthedropdownlist.
2. RightclickintheareabelowtheReferralstabandselectNew.
3. UsingtheContactSearchCenter,searchforthecontactyouwanttocreatealinkfor.
4. DoubleclickthecontacttolaunchtheReferralPropertiesdialogbox.
5. TheReferthiscontactfielddisplaystheactivecontactrecordandtheTothiscontacttextboxdisplaysthecontact
selected.IntheReferencefields,typeadescriptionorselectanF2Lookupdescription.
6. ClickInsertNotestocreateadate/timestampandthentypeanote.
TheAudittabdisplayshistoricalinformation.
7. SelecttheStatustabtoselectthecurrentstatusfromalistthatrangesfromInitialContacttoDone!
8. SelectoneormoreoftheoptionstosharewithotherusersandthenclickOK.
GoldMineaddsaTo:totheentryintheoriginatingcontactrecord,aFor:totheentryforthecontactselectedfromthe
ContactSearchCenter,andupdatesthecontactsHistoryrecord.
GoldMine User Guide
About the Notes Tab 203
About the History Tab

TheHistorytabstorescompletedscheduledandunscheduledactivitiesforthecontact.Thetabdisplaysthefollowing
information:
Date.Datetheactivitywascompleted.
User.NameoftheGoldMineuserwhocompletedtheactivity.
Activity.Typeofactivity.GoldMinerecordsthesetypes:
Action
NextAction
Appoint.
Appointment
CallBack
Scheduledcall
CallIn
Incomingcall
CallOut
Outgoingcall
EmailIn
Receivedemail
EmailOut
Sentemail
Event
Event
Form
Mailmergedcorrespondenceform
Lit
Fulfilledliteraturerequest
MsgRtn
Returnedmessage
MsgFiled
Filedmessage
Other
Otheraction
Todo
Todoaction
Code.Activitycodeassociatedwiththecompletedactivity.TodisplaytheCodecolumn,placeShowHistActvCode=1inthe
[ActvObj]sectionoftheusername.ini.
Result.Theresultcodeletsyoucategorizetheoutcomeoftheactivity.Useittoanalyzecompletedactivities.
Reference.Referenceinformationenteredwhentheactivitywascompleted.Indicateswhatactionwastaken(Sentletter,
Leftvoicemail).Ifyouactivateahistoryfilterfromthelocalmenu,GoldMineplaces[FilterActive]intheReferencecolumn
title.
Notes.Freeformtextaboutthecompletedactivity.Canincludeallnotesaddedastheactivityprogressedorinformation
explainingauser'sinvolvementwithacontact.Fieldstoresupto32kbperrecord,withnolimittothenumberofhistory
recordspercontact.
204 About the History Tab
GoldMine User Guide
About the Summary Tab

Displaysactivityinformationforthecontactandthecontactrecord.YoucannotchangethefieldsettingsintheSummary
tab.Thetabcontains:
Comments.Displaysmiscellaneousinformationofupto65characters.Scrolltodisplayentirecontents.
PrevResult.Displaysreferenceinformationenteredforthelastcalendaractivityforthiscontact.Automaticallyupdates
eachtimeacalendaractivityiscompleted.Editasneeded.
NextStep.Displaysinformationaboutthenextactivityassortedbyrecordtypecode.
NextAction.Earliestscheduleddateofanextactionforthiscontact.AutomaticallymaintainsthedateofthependingNext
ActionscheduledontheCalendar.
Appointment.Dateofthefirstscheduledappointment.
CallBack.Dateoftheearliestscheduledcallback.
Forecast.DateoftheforecastedsalerecordedontheCalendarwiththeearliestpredictedclosedate.
LastContact.Updatesdateandtimefieldswheneveratelephoneactivityissuccessfullycompleted.
LastAttempt.Updatesdateandtimefieldswheneveranyactivityiscompletedasunsuccessful.
LastUpdate.Updatesfieldstoindicateuserwholasteditedthecontactrecordandthedate.
Creation.Updatesfieldstoindicateuserwhocreatedthecontactrecordandthedate.
Record.Displaysn/ainthefieldbecauseSQLdatabasesdonotruntruerecordcounts.RunanSQLquerytogetarecord
count.Formoreinformationonrunningqueries,seetheGoldMineAdministratorsGuide.
Searching for Contacts

Whenworkinginalargedatabase,tryingtolocateacontactorforinformationonacontactrecordbyscrollingthroughthe
contactrecordsoneatatimeisinefficientandtimeconsuming.
GoldMinePremiumEditiontwosearchoptionstohelpyousearchfor,organize,andcommunicatewithcontacts,the
ContactSearchCenter(seepage205)andUniversalSearch(seepage212).
Tofacilitateefficientsearching,usetheContactSearchCenter,orcreateSQLQueryFilters(see"CreatingSQLQueryFilters"
onpage228).
Contact Search Center

TheContactSearchCenterisacentralsearchwindow.Youcanfindonerecord,orgroupsofrecords,basedoncriteriayou
enteredorsearchesyousaved.Formoreinformation,see"SearchingforContactRecords"onpage208.
YoucanaccesstheContactSearchCenterbyusingoneofthefollowingmethods:
ClickingtheSearchtoolbarbutton.LaunchestheCenterwithcurrentContact(primary)astheselectedsearchfield.
ClickingonGoTo>ContactSearchCenter.
EnteringanameortextstringintheFindContactsearchfieldatthetopoftheNavigationPane,andclickingGo.
LaunchestheCenterwiththeresultsfromthesearchfield.
Doubleclickinganindexedfieldlabel.LaunchestheCenterwiththeselectedfieldastheLookupoption.
TheContactSearchCentercontainsatoolbarforeasyaccesstosearchcenterfunctions.
NOTE: ConfiguretheContactSearchCenterusingtheUseroptionsLookuptab(see"SettingOptionsfor
theLookupTab"onpage33.)
GoldMine User Guide
About the Summary Tab 205
Contact Search Center Toolbar

TheContactSearchCentertoolbarchangestoreflectthecurrentaction.Someoptionsareavailablewhencreatingorusing
asavedsearch.
Selectfromthedropdownmenu:
SaveasFilter
SavesearchcriteriaasaFilter.Availableonlyduringanactivesearch.
SaveasGroup
SavesearchresultsasaGroup.Availableonlyduringanactivesearch.
CopytoClipboard
Copytheresultsofthecurrentsearchtotheclipboard.
ExporttoWord
ExporttheresultsofthecurrentsearchtoaMicroSoftWorddocument.
ExporttoExcel
ExporttheresultsofthecurrentsearchtoaMicroSoftExceldocument.
Printtheresultsofthecurrentsearch.
Refreshesthedatafromthecurrentsearch.
SelectAllTaggedRecordstoscheduleanactivityforagroupofcontacts,or
SelectedContacttoscheduleanactivityforonecontact.Selecttheactivitytype
fromthedropdownmenu:
Call
OpentheScheduleaCalldialog.
NextAction
OpentheScheduleaNextActiondialog.
Appointment
OpentheScheduleanAppointmentdialog.
Todo
OpentheScheduleaTododialog.
LiteratureRequest
OpentheScheduleaLiteratureRequestdialog.
ForecastedSale
OpentheScheduleaForecastedSaledialog.
Event
OpentheScheduleanEventdialog.
Selectfromthedropdownmenu:
MailMerge
BeginmailmergeintheMailMergeProperties(Printing)dialog.
EmailMerge
BeginanemailmergeintheMailMergeProperties(Email)dialog.
Selectfromthedropdownmenu.
ContactGroup
AddtheselectedContacttoaContactGroup.
DistributionList
AddtheselectedContacttoaDistributionList.
NewContactList
CreateaNewContactGroup.
NewDistributionList
CreateaNewDistributionList
OpentheLookuptabinUser'sOptions.
OpentheBrowserColumnSelectiondialog.
IfyouwanttoshowtheSQLqueryscripteditorintheSearchCenter,checktheShowSQLqueryeditorintheSearchCenter
optionintheUserOptionsdialogbox.Formoreinformation,see"SettingOptionsfortheLookupTab"intheAdministrator
GuidePDForOnlineHelp.
206 Contact Search Center
GoldMine User Guide
Saving Searches
Aftercreatingandrunningsearches,savethesearchesusingtheseoptions:
Savingsearchasafilter
Savingsearchresultsasagroup
To Save Search Criteria as a Filter

Usethefollowingproceduretosavesearchcriteriaasafilter.
1. AftercreatingasearchintheCenter,saveitasafiltersearchandthenclickSave.
Thesavemenuappears.
2. SelectAllListedRecords.
3. SelectSaveasFilter.TheNewFilterdialogboxappears.
4. TypeanameintheFilterNametextbox.
5. SelectafilterownerfromtheUserdropdownlist.
6. ClickOK.
Thefilterissavedandthenameappearsbelowthespecifieduser'sfiltersintheFilterstabofFiltersandGroups.
To Save Search Criteria as a Group

Usethefollowingproceduretosavesearchcriteriaasagroup.
1. AftercreatingasearchintheContactSearchCenter,savetheresultsasagroupandclickSave.
TheSavemenuopens.
2. SelectOnlyTaggedRecordstosaveonlytaggedrecordsinthenewgroup,orAllListedRecordstosavetheentirelistof
3.
4.
5.
6.
7.
records.
SelectSaveasGroup.TheGroupProfiledialogboxappears.
IntheGroupNametextbox,typeinaname.
IntheCodetextbox,typeorselectacodefromtheF2Lookuplist.
FromtheUserdropdownlist,selectagroup.
ClickOK.
Theresultsaresavedandthegroupnameappearsbelowtheselecteduser'sgroupsintheGroupstabofFiltersand
Groups.
GoldMine User Guide
Contact Search Center 207
Searching for Contact Records

Searchescanbebasedonindexedfields,primaryandadditionalcontacts,emailaddresses,anduserdefinedfields.Usethe
followingproceduretosearchforacontactrecord.
1. Openacontactrecord.
2. Inthecontactrecord,dooneofthefollowingtoopentheContactSearchCenter:
DoubleclickonafieldsuchasCompanyorContact.
RightclickonafieldandselectLookup<fieldname>.
ClickSearch
intheGlobalToolbar.
TypesearchcriteriainthesearchfieldatthetopoftheNavigationPaneandclickGo.
TheContactSearchCenteropenswiththeselectedfield.
ThedefaultsearchtoolusesFilterExpressionOperators(seepage226)andBooleanOperators(seepage227),andcan
beexpandedtoincludemanycriteria.AnoptionalSQLQueryEditor(see"ContactSearchCenterQueryEditor"onpage
211)canbeusedsimultaneously.Formoreinformationonfilterexpressions,see"AboutFiltersandGroups"onpage
222orcontactyouradministrator.
3. SelectaFieldfromtheSearchbydropdownlist.
TIP:YoucanalsotypeALT+OtoselectAdditionalContacts.
ForadditionalinformationaboutthefieldsdisplayedintheSearchbylist,see"SettingOptionsfortheLookupTab"in
theAdministratorGuideorOnlineHelp.
4. SelectanOperatorfilterexpressionfromthedropdownlist(see"FilterExpressionOperators"onpage226).
5. TypethesearchValueafterthefilterexpressionoperatorintheValuetextbox.
NOTE: Brackets["or]arenotvalidcharacterstouseinsearchesintheContactSearchCenter.
6. Ifnecessary,changethedisplayedcolumns(see"BrowserColumnSelection"onpage211).
TIP:Changethewidthofacolumntooptimizethedisplay.Changethesizeofacolumnusingtypical
MicrosoftWindowsmousefunctionsontheborderofthecolumnattheheadinglevel.Formore
informationseetheMicrosoftWindowsdocumentation.
7. Toexpandyourbooleansearch,clickAdd
atthefarrightoftheSearchbymenu.
Anewmenuappearsbeneaththepreviousmenu,precededbyanANDorORoption.
SelectANDtocreateasearchthatreturnsrecordsmatchingallofthecriteria.
SelectORtocreateasearchthatreturnsrecordsmatchinganyofthecriteria.
GoldMine User Guide
Examples:
Recordsmatchingallcriteriaarereturned:
Recordsmatchinganycriteriaarereturned:
8. Rightclickinthebrowsecolumnstoaccessotherfunctions.Thebrowsercolumnslocalmenuappears.
ScheduleanactivitybyworkingwiththeCenterandtheGoldMineCalendar.Selectacontacttobescheduledanddrag
SyncContact
UpdatestheContactRecordwindowtodisplaytheselectedcontact(see
"SyncingContactsintheContactSearchCenter"onpage210).
SelectColumns
LaunchestheBrowserColumnSelectiondialogbox,allowingyoutoselect
thedisplayedfields(see"BrowserColumnSelection"onpage211).
TagAll
SelectsallContactRecordscurrentlydisplayedinthewindow.
ReleaseAll
DeselectsallselectedContactRecordsinthewindow.
SetRecordScrollOrder
Changesthescrollorderofcontactrecordstomatchtheorderseeninthe
ContactSearchCenter
Outputto
Allowsyoutoselectanoutputtargetforthedisplayedsearchresults.
Selectprinter,Word,Excel,orclipboard.
Find
LaunchestheFinddialogbox,allowingyoutotypeavalueandsearchonit
(see"ContactSearchCenter"onpage205).
Group
ActivatesGroupingfunctionalityintheContactSearchCenter(see
"CreatingContactSearchCenterGroups"onpage210).
Summary
Displaysanumericsummaryofthenumberofcontactsinthecurrentlistat
thebottomofthewindow.
Filter
Apulldownmenuappearsineachcolumnheader,allowingyoutoselect
fromallavailablefieldentries,oroneofthefollowingoptions:
Blanks:Displaysonlyblankfields
NonBlanks:Displaysonlynonblankfields
Custom:OpenstheCustomAutoFilterdialogtofilterthecolumnusing
abooleanequation.Chooseoneortwofilterexpressions,aboolean
operator,andtypevalues.
ittotheopenCalendar.Whenyoureleasethemousebutton,GoldMinedisplaystheScheduleanActivitywindow.Use
ittoscheduleanappointmentorotheractivityfortheselectedcontact.
9. SaveyoursearchcriteriaasaFilterorsearchresultsasaGroup(see"SavingSearchResultsasaGroup"onpage235).
GoldMine User Guide
Saving Search Criteria as a Filter

AftercreatingasearchintheCenter,saveitasafiltersearch.
1. Aftercreatingasearch,youcansavetheresultsasagroupbyuserortopublic.
2. ClicktheSavebuttonandselectSaveasGroup.
3. OntheNewGroupdialogbox,entertextoruseF2LookupListforthefollowingfields:
FilterName
User
4. ClickOK.
TheresultsaresavedandtheFilterslistandavailablebyclickingtheFilters/Groupsbutton.Thefilternameappearsbelow
thespecifieduser'sfiltersinthelist.
Syncing Contacts in the Contact Search Center

WhenworkingwithCentersearchresultsandRecords,applytheSyncContactoption.
1. IntheCenter,displaysearchresultsinthebrowsecolumns.
2. RightclickinthebrowsercolumnsandselectSyncContact.Therecordyouselectinthebrowsecolumnsautomatically
becomesthedisplayedRecord.
3. TurnoffSyncContactusingthesamemethod.
Creating Contact Search Center Groups

CreatecustomGroupsintheContactSearchCenterusingthedraganddropGroupfunction.Thesettingscanbesavedfor
futureuseandeditedintheGrouptabofFiltersandGroups.
To Create a New Group

1. RightclickinthecolumnareaandselectGroupfromthedropdownmenu.Agroupingareaappearsabovethecolumn
2.
3.
4.
5.
6.
headers.
Dragcolumnheadersintothegroupingarea.Onceinplace,theheaderscanbemovedaroundtodeterminesortorder.
Expandcontactsintheresultinggroupedlistandusethecheckboxestotagindividualcontactrecords.
Tochangeorremovegroupsettingsfromthelist,dragthecolumnheadersbacktothemaintable.Placementinthe
columnorderisindicatedbygreenarrowsinthecolumnheaderarea.
TosavethecurrentGroupsettings,clickSaveintheContactSearchCentertoolbar,andselecteitherOnlyTagged
Records(YoucanonlysavethisasaGroup),orAllListedRecords(YoumaysavethisasaFilteroraGroup).
Toremovegroupingfromthecontactlist,rightclickinthecolumnareaandreselectGroup.
GoldMine User Guide
Contact Search Center Query Editor

1. AttheDefaultSearch/QueryEditordropdownmenuinthetoolbar,selectQueryEditor.Thisaddsawindowunderthe
defaultsearchtoolsforeditingandpreviewingSQLsearcheswithintheContactSearchCenter.
2. SelecttheSQLradiobuttontoviewthequeryinSQLformat.
3. SelectthexBaseradiobuttontoviewthequeryinxBaseformat.
4. Toeditthequery,clickEdit.Theviewwindowbecomesactiveforediting.
5. EditthequeryineitherSQLorxBase.ClickPreviewtoviewtheresultintheContactSearchCentertable.
6. ToclosetheQueryEditor,selectDefaultSearchfromtheDefaultSearch/QueryEditordropdownmenuinthetoolbar.
Browser Column Selection

Bydefault,theCenterdisplaystheCompany,Contact,Phone1,City,State,andPostalCodefields.Changetheinformation
inthedisplayedcolumnstosuityourneeds.
IntheContactSearchCenter,rightclickinthecolumnareaandselectSelectColumns.TheBrowserColumnSelection
dialogboxappears.
Toaddafieldtothedisplayedbrowsercolumns,selectthefieldnameintheAvailablecolumnslistandclicktheright
arrow.ThefieldisaddedtothebottomoftheSelectedcolumnslist.
FieldsarelistedintheorderdisplayedintheCenter.Tochangetheordertothedisplayedfields,selectthefieldinthe
SelectedcolumnslistandclickUporDown.
ToremoveafieldfromtheCenterdisplay,selectthefieldnameintheSelectedcolumnslistandclicktheleftarrow.
TheOKbuttonisavailableonlyafteryoumakeachangeinthedialogbox.Ifyoudonotmakeanychanges,clickCancelto
closethedialogbox.
Setting Record Scroll Order in the Contact Search Center

WhenworkingwithCentersearchresultsandRecords,applytheSetRecordScrollOrderoption.
To Set Record Scroll Order

1. IntheCenter,displaysearchresultsinthebrowsecolumns.
2. RightclickinthebrowsercolumnsandselectSetRecordScrollOrder.
TherecordyouselectinthebrowsecolumnsautomaticallybecomesthedisplayedRecord.
3. TurnoffSetRecordScrollOrderusingthesamemethod.
GoldMine User Guide
Universal Search
YourorganizationmighthaveinformationstoredinmanyplacesinyourGoldMinePremiumEditiondatabaseinemails,
contactnotes,activitynotes,linkeddocuments,theKnowledgeBaseandsoon.Youmightnotevenknowallthe
informationthatexistsorwhereitislocatedbecauseitwasenteredbyanotherperson.
InGoldMinePremiumEditiontheUniversalSearchfeatureisprovidedasasingleviewtoquicklyfindoutwhatinformation
isinyoursystemandhowtonavigatetoit.
UniversalSearchisaoneboxsearchenginethatallowsyoutoquicklyaccessasummaryviewoftheinformationyouare
lookingfor,alongwithlinkstomoredetailedinformation.
WithUniversalSearchyoucancreateaclearpictureofyourcustomerbecauseyouhaveaccesstoalltheinformationabout
yourcustomerinyourdatabasewhetherornotyouentereditinthedatabase.UniversalSearchisveryusefulforsearching
onpricelists,saleskickoffs,returnpoliciesandsoon.
IMPORTANT:TheFullTextservicemustberunninginorderforUniversalSearchtoreturnresults.
ThisisaseparateWindowsservicethatyoucanconfiguretostarteithermanuallyorautomatically
(ControlPanel>AdministrativeTools>Services).Youcanalsomanuallystartorstoptheservice
usingtheSQLServerManagementStudio.
MicrosoftSQLServer2005/2008/2012FullTextSearchisadatabaserequirementbeforeinstalling
GoldMine.
FormoreinformationaboutMicrosoftSQLServer2005/2008/2012FullTextSearch,refertothe
documentationwhatcamewithyourversionofSQLServer.
ForinformationaboutotherServerRequirements,refertotheGoldMineInstallationGuide.
Prerequisites
BeforeusingUniversalSearch,makesureyouhavethefollowingapplicationsinstalledonyourcomputer.
MicrosoftSQLServer2005
IfusingSQLServer2005Express,youhavetoinstallMicrosoftSQLServer2005ExpressEditionwithAdvancedServices
inordertouseUniversalSearch.
MicrosoftSQLServer2008/2012
IfyouareusingSQLServer2008or2012Express,youhavetoinstallSQLServer2008or2012ExpresswithAdvanced
ServicesinordertouseUniversalSearch.
NOTE: WindowsSearchisnotinstalledbydefaultonWindowsServer2008or2012.Theservicecanbe
installedthroughtheServerManager(Start>AdministrativeTools>ServerManager>Roles>File
Service>RoleServices).
MicrosoftWindowsDesktopSearchEngine.Thistoolcaninstantlyfinddocuments,email,attachments,andmore.For
installationandusageinformationlookatthiswebsite:
http://www.microsoft.com/windows/products/winfamily/desktopsearch/default.mspx
MicrosoftSQLServerFullTextEngine.Thistoolisafulltextindexingandsearchengine.Forinstallationandusage
information,lookatthiswebsite:
http://msdn.microsoft.com/enus/library/ms142587.aspx
Security
GoldMinePremiumEditionwillsearchemails.IfthemessageisaccessiblethroughGoldMine,itwillbereturnedbya
searchandwillcheckaccessrightsfortheCalendarandHistoryareas.
TheUniversalSearchfeaturewillnotsearchforinformationinforeignemails.
212 Universal Search
GoldMine User Guide
Searching for Contacts with Universal Search

1. NavigatetoGoTo>Search>UniversalSearch.
TheUniversalSearchviewopens.
2. AttheSearchfield,typeinthenameorkeywordforwhichyouaresearchingandthenclickGo.
Agridshowingthesearchresultsdisplayswiththefollowingfieldlabels:
Tag.Youcantag(thatis,check)aresultandthen,byclickingonthesmalldownarrownexttothecolumntitle,
selectafiltercriteria(forexample,True)toshowonlythetaggedrecords.Moreimportant,youcantagrecordsin
thesearchresultstoactivatethemasacontactfilter.
Rank.Therowrankingoftherecord.Thehigherthenumberthemorelikelytheinformationyouaresearchingfor
existsinthisrecord.
Contact.Thenameofthecontact.
Company.Thenameofthecompanyname.
FoundIn.Thelocationofthesearchresults.ItcanbeinseveralplacessuchastheContacttabortheNotestab,
Historytabandsoon.
Title.DependsontheresultintheFoundIncolumn.Forexample,iftheresultisContact,thetitleisthecontacts
title;iftheresultisanemailthetitleissubjectoftheemail;iftheresultisKnowledgeBase,thetitleofthetopic
andsoon.
Created.Thedatetheresult(contact,activity,emailandsoon)wascreated.
Modified.Thedatetheresult(contact,activity,emailandsoon)wasmodified.
CreatedBy.Thepersonwhocreatedtheresult.
Documents.ShowshowasearchresultislinkedtoGoldMine.
Forexample,afileaddedtoacontactrecordasaLinksrecord.IfthefileispartofthesearchresulttheLinkedto
columnwoulddisplaythecontacttowhichthefilewaslinked.All.Bringsupresultsofall.
3. Toopenthefileyouarelookingfor,dooneofthefollowing:
DoubleclickonanyofthelinksinthegridsuchasNameorTitle.
GoldMine User Guide
Universal Search 213
4. Rightclickonthelineofthecontactandselect:
GotoContact.Opensthecontactwindowwiththeselectedcontact.
GotoFoundIn.Drillsdownonanobjecttype,
OutputtoPrinter,Excel,Word.Theoutputtoprinteroptiongeneratesthesystemreportassociatedwiththisarea.
Itdisplaysthereportinataborwindowfromwhichitcanbeprinted.
Saveas. SaveasaNewGrouporanExistingGroup.IfyoutagaContactstyperesult,thisoptionallowsyouaddthe
contactstoanewgrouporanexitinggroup.
Using the Universal Search Advanced Feature

Thefollowingprocedureprovidesthestepsformoreadvancedsearches.
1. Foradvancedsearchoptions,clickontheAdvancedcheckbox.
TheAdvancedSearchwindowopens.
2. AttheFindtheseitemsarea,selecttheareawherethesearchitemresides.YoucanselectAll(allrecords)toseeall
itemsoroneofthetabssuchasActivities,History,andsoon.Thisalsoincludescheckboxescorrespondingtosearch
filters,exceptforthoseappliedtocontactrecords.Toclearyourselection,clickClear.
3. TochangeyourUniversalSearchoptions,clickOptions.Formoreinformationonselectingoptions,see"Setting
UniversalSearchOptions"onpage215.
IfthesearchfilterisassociatedwithContacts,itwillappearinthedropdownlistatthebottomoftheOptions
panewhenyouselectSearchFilterintheChoicedropdown.
Ifthesearchfiltersisassociatedwithanyothertypeofinformation,itwillappearasacheckboxunderFindthese
items.Ifafilterofthistypeisownedbyadifferentuser,youneedtogotoOptions>SearchFilters,selectthe
Owner,andthenchecktheboxnexttoeachfilteryouwanttouse.
NOTE: ThecheckboxesintheFindtheseitemssectionuseORlogic,soitemsmatchinganyofthe
checkboxeswillbereturned.Itisimportanttounderstandthistomakethesearchfilterseffective.
4. IntheWithintheserecordsarea,attheChoicefield,selectasearchcriteriaandthenclickGo:
AllContact.Searchesallcontacts.Notethattheownerandfilternamefieldsarenotactivatedbecausethissearch
includesallrecords.
Activecontact.Searchestheactivecontact.Notethattheownerandfilternamefieldsarenotactivatedbecause
thissearchincludestheactivecontact.
Activefilter.Thissearchislimitedtocontactsreturnedbythecurrentlyactivecontactfilter.
ContactFilter.Searcheswithinacontactfilter.
ContactGroup.Searcheswithinacontactfilter.Iftherearenoactivefilters,theownerandnamefieldsarenot
activated(theyaregrayedout).
Iftherearenoactivegroups,theownerandfilternamefieldsarenotactivated(theyaregrayedout).
Ifthereareactivegroups,attheGroupownerfield,selectthegroupowner.AttheGroupfilternamefield,
selectthenameofthefilter.
SearchFilter.SearcheswithincontactfilterscreateforUniversalSearch.
5. AttheFilterownerfield,selectthegroupowner.
AttheFilternamefield,selectthenameofthefilter.
NOTE: YoucansaveUniversalSearchesbytaggingarecord,thenrightclickandselectSaveAs.
GoldMine User Guide
Setting Universal Search Options

Setupyoursearchoptionsaccordingtoyourneeds.GoldMinePremiumEditionallowsyoutocreatefilterexpressionsinan
operationsuchasperformingaglobalreplacebasedonafilter.
1. NavigatetoGoTo>Search>UniversalSearchandclicktheAdvancedcheckbox.
2. ClickOptions.
ThePropertiesdialogboxopens.
Contact 1Fields (Indexed)
Contact1 and
Contact2Fields(NonIndexed)
Note that text within parentheses ()
is the database field name if
different than what is shown in the
contact record.
3. AttheGeneraltab,selectfromthefollowingoptions:
UseUniversalSearchByDefault.ClickthischeckboxtoenableUniversalSearchastheNavigationpanel,search
field,searchengine.
Usedockedmodeforsearchscreen.ClickthischeckboxtodocktheUniversalSearchwindow(theUniversalSearch
windowcanbeafloatingwindoworattachedtoanedgeoftheGoldMineworkspace).
Searchbyexactterms.Clickthisradiobuttontosearchforrecordsthatmatchthesearchterm.
Searchbyalternativeformsofsearchterm.Clickthisbuttontosearchforthedifferenttensesofaverb,orforboth
thesingularandpluralformsofanoun.Thismeansyoucansearchforanyformofaterm;forexamplesearchyou
cansearchonfootandincludefeetasasearchterm.
Searchbysynonymsofsearchterms.Clickthisradiobuttontosearchforsynonymsofsearchterms.InMicrosoft
SQLServer2005,thefulltextqueriesuseathesaurustofindsynonymsofsearchterms.
NOTE: Thethesaurusfilemustbeedited.Formoreinformation,seeHowto:EditaThesaurusFileat:
http://msdn.microsoft.com/enus/library/ms345187(SQL.90).aspx.
Searchbyprefix.Clickthisbuttontosearchontheprefix(thefirstfewletters)ofaword.
Numberofitemstokeepinhistory.Specifiesthenumberofsearchtermstosave.Enteravalueorclickonthe
spinnercontroltoincreaseordecreasethenumber.
ClearHistorybutton.Clickthisbuttontoremovesavedsearchterms.
Language.Selectthelanguageforthesearchresultsfromthedropdownbox.
GoldMine User Guide
4. AttheDocumentstab,youcanspecifythedocumentlocationsthattheWindowsDesktopSearchEnginewillsearch
(thistabisnotdisplayedifWindowsDesktopSearchisnotinstalled).Completethefollowingfieldsasneeded.
Completethefollowingfieldsasneeded.
IncludeitemsfromlocalWindowsindex.ClickthischeckboxtosearchdocumentsusingthelocalWindows
DesktopSearchindex.
Includeallindexedlocations.ClickthischeckboxtosearchinalllocationswhicharedefinedinControlPanel>
IndexingOptions.
Inthiscasethecheckboxesaredisabled,butifLocalandUNCPathsischeckedtheAdd,EditandDelete
buttonsremainactive.
IncludeMicrosoftOfficeOutlook(availableonVistaonly).ClickthischeckboxtosearchinformationintheMS
Outlook.TopickupOutlookmail,themessagesneedtobecachedlocally(forexample,ina.pst,or.ostfile).
LocalorUNCpath.Clickthischeckboxtoadd,modifyorremoveuserspecifiedsearchfolders.Toaddanew
path,clickAddandselectthepath.Toeditanexistingpath,selectthepathandclickEdit.Todeleteanexisting
path,selectthepathandclickDelete.
NOTE: OnMicrosoftVistathereisaWindowsDesktopSearch:AddinforFilesonMicrosoftNetworks
thatprovidestheoptiontoaddUNCpathsasanindexedlocation.Todownloadthisoption,goto:http://
www.microsoft.com/downloads/details.aspx?familyid=f7e981d95a3b4872a07e
220761e27283&displaylang=en.
IncludeitemsfromremoteWindowsindex.Clickthischeckboxtosearchdocumentsontheremotecomputer.
WDS(WindowsSearch)shouldbeinstalledonbothcomputers.
SelectHost.Clickthisbuttontoselectthenameofaremotecomputer.ThenameappearsintheHostfield.To
addanewpath,clickAddandselectthepath.Toeditanexistingpath,selectthepathandclickEdit.Todelete
anexistingpath,selectthepathandclickDelete.
Showlinkedcontactsinsearchresults.Selectthischeckboxtodisplayallcontactslinkedtothesearch.
5. AttheGridtabyoucanconfigurethegridtoyourpersonalspecifications.Completethefollowingfieldsasneeded.
GoldMine User Guide
ShowTopNRecords.Enterthenumberofqueriestobelimitedineacharea.Forexample,ifyouenter50,youwill
see50rowsorlessineacharea.
OrderBy.Selectaninitialcolumntoordertheresultsby.Clickonthedownarrowandselectacolumn.
Direction.Thisoptionallowsyoutodeterminethesortingdirectionofthesearchresults.Theselectionsare
AscendingandDescending.
GridScrollbar.Selectthelocationofthescrollbar.SelectionsareAutofitcolumnsandShowHorizontalScrollBars.
ActivityNavigation.Selectthelocationinwhichyouwanttoseethefoundactivity.SelectionsareContactPending
Tab,ActivitiesListandCalendar.
Showcolumns.Selectthecolumnsyouwanttodisplay.
6. AttheSearchFilterstab,createthedesiredsearchfilters.Thisallowsyoulimitasearchtorecordsreturnedbythe
searchfilter.
GoldMine User Guide
Selectthefollowingoptions:
SelectUser.Liststhefiltersfortheselecteduser.Selectfromthedropdownlist.
Add.Clickthisbuttontoaddanewfilter.
Name.Typeinthenameofthenewfilter.
Owner.Selecttheowner.
Area.Selecttheareaforthefilter,forexampleContactorCampaign.
Expression.Buildtheexpression:
Build.ClickthisbuttontoopentheGoldMineLookupWizardandbuildasearchfilterasanSQLquery.
Check.Clickthisbuttontoverifythefilterexpression.
Edit.Selectafilterandthenclickthisbuttonandmakeyouredits.
Remove.Selectthefilteryouwanttoremoveandthenclickthisbutton.
NOTE: WhensearchingforFileExtensionusingtheBeginswithoptions,youmustenterthepreceding
period(.)beforetheextensiontoproperlysearchforthefileextension(suchas.docor.xls).
7. AttheAdvancedtab,selecttheGoldMinetablesthatMicrosoftFullTextSearchwillindex.
GoldMine User Guide
Thispropertypage(inthiscasetheAdvancedtab)isavailableonlyforuserswithmasterrights.
EnableIndexing.ActivatethischeckboxtoenableMicrosoftFullTextSearchindexingoftheselectedtables.
Tounselectatable,clickonthecheckboxnexttoitandthecheckmarkwilldisappear.Toreselect,clickonthe
checkboxagain.
NOTE: Whenyouenableindexing,alltheareasareautomaticallyselected.Tounselectanarea,clickon
thecheckboxnexttoitandthecheckmarkwilldisappear.Toreselect,clickonthecheckboxagain.
Format of Queries and Results of Searches

ThefollowingsearchqueryformatsaresupportedinUniversalSearch,andintendedforadvancedusers.
GeneralFormat(seepage220)
<ForWhom>Format(seepage220)
(Fromwherewps)Format(seepage221)
SearchCriteriaFormat(seepage221)
GoldMine User Guide
General Format
Thefollowingformatissupported:
<Forwhom>(Fromwherewps)searchcriteria
Where:
<Forwhom>isthecontact(s)forwhichyouwanttofindinformation.
(fromwherewps)isaUniversalSearchfilter,otherthanaContactsareafilter,fromwhereyouwanttosearch.
Searchcriteriaisanyword(s)youwanttouseinthesearch.
Youdonotneedtocompleteallpartsofthisquery.Forexample,ifyoucompleteonly<Forwhom>,thiswillreturn
informationthatshowsonlycontacts.Ifyoucompleteonly(wps),thiswillreturndatafromfilters.Ifyoucompleteonly
searchcriteria,thiswillreturndataforallareas.
Examples
Thefollowingareexampleswherethewordscalls,emails,andcarsareUniversalSearchfilters.
<ArtBar*>(calls)
ThisqueryreturnsallcallstocontactsthatcontainArtBar*.
NOTE: ToreturncallsonlyfromArtBardtoll,usethe<ForWhom>format.
ArtBar*(calls)
ThisqueryreturnsallcallsthatcontainArtBar*
<ArtBar*>(callsemails)California
ThisqueryreturnsallcallsandemailswiththewordCaliforniaforcontactsthatcontainArtBar*
<Cars>California
ThisqueryreturnsallrecordscontainingthewordCaliforniafromcontactscontainingthewordcar.
California
ThisqueryreturnsallindexedobjectswherethatcontainthewordCalifornia.
<For Whom> Format

The<ForWhom>formatenablesyoutosearchonaparticularcontactorotherperson.Thefollowingareexamplesusing
thisformat:
<c:"ContactName">Thisqueryreturnsinformationonlyfortheselectedcontact.
<f:"USER\FILTER">.Thisqueryreturnsinformationonlyforselectedcontactfilters(forexample<f:ROBERT\CA">)
<g:"USER\GROUP">.Thisqueryreturnsinformationonlyforselectedgroups(forexample<g:"ROBERT\Group1">)
NOTE: Itissafetousequotes()atalltimes.Howevertheformatitwouldbetousequoteswhenthereis
aspace.
NOTE: Searchesarenotcasesensitive.
Youcanusealldifferentwordsinthisformaswell.Forexample:
<CAtest>.ThisreturnsallcontactsthatcontainwordsCAandtest.
<CAortest>.ThisreturnsallcontactsthatcontaineitherCAortest.
GoldMine User Guide
(From where wps) Format

The(Fromwhere)formatenablesyoutosearchusingaUniversalSearchfilter.
ThefollowingareexampleswherethewordsnotesandemailsarethenamesofUniversalSearchfiltersthatreturnnotes
recordsandemailmessagesrespectively.
Examples
(notes)birthday.Thisreturnsallnoteswherethewordbirthdayoccurs.
(notesemails)birthday.Thisreturnsallnotesandemailswherethewordbirthdayoccurs.
(notes).Thisreturnsallnotes.
<ArtBardtoll>(Notes)ThisreturnsallnotesofArtBardtoll.
Search Criteria Format

TheSearchcriteriaformatenablesyoutosearchonwords.
Word1[and|or][Word2]
Examples
test.Thisreturnsallobjectsthatcontainthewordtest.
catordog.Thisreturnsallobjectsthatcontainthewordcatordogarereturned
catdog.Thisreturnsallobjectsthatcontainthewordscatanddog.
cat*.Thisreturnsallobjectsthatcontainawordwhichbeginswithcat.
Memo Filters
AMemofilterallowscombiningmultiplesearchparametersintoasinglefilter.Itishelpfulwhenyouhavetorunthesame
querymanytimes.Italsocanreducethelengthofaquery,bysubstitutingonewordformany.
AMemofiltersavesaparticularsearchandishelpfulwhenyouhavetorunthesamequerymanytimes.Italsoreducedthe
lengthofaquery,byallowingyoutosubstituteonewordformanywords.
TheMemofilternamealwaysbeginswiththeexclamation(!)sign.Thesearchparametersareenteredintheexpression
field.
Examples
Youoftenperformthesequeries:
<ArtBar*>(callsemails)word1
<ArtBar*>(callsemails)word2
Soyoucreateamemofiltercalled!Artactfortheexpression<ArtBar*>(callsemails):
!Artactword1
!Artactword2
GoldMine User Guide
About Filters and Groups

Tocreateasubsetforlongertermuse,buildafilterorgroup.Bothoptionscreatesubsetsbasedonselectedcriteria,but
differinhowtheyhandlethesesubsets.
Filters
GoldMinesfiltersarebasedonBooleanexpressions(logicalstatementsthathave2possibleoutcomes:trueorfalse).
Whenactivatingafilter,theentiredatabaseevaluatesbasedontheBooleanexpression.Thecontactrecordsmatchingthe
Booleanexpressionareselected.Thefilterignoresrecordsthatdonotmatch.
NOTE: GoldMinecontainsafiltergeneratorthatbuildsasearchexpressionbasedonmenuandbrowse
windowselections.Filtersoperateontheentiredatabase.
Example
Foraprojectorcampaign,youdecidetoworkwithyourcorporateclientslocatedinLosAngeles.Youcreatethis
Booleanexpression:
Contact1>City=LosAngeles
ABooleanexpressionconsistsof2parts:operatorsandoperands.Operandsactasthedatatobeevaluated,whilethe
operatordeterminesthecomparisonmethoddecidingwhetherthestatementistrueorfalse.Intheexample,the
operandsareCityandLosAngelesandareequaltotheoperator.
Whenthisfilterisactivated,pressingPAGEUPandPAGEDOWNdisplaysonlythosecontactrecordsinthedatabase
thatareevaluatedastrueforthisstatement.Thefilterevaluateseachcontactrecord.Iftherecorddoesnotmeetthe
condition(s)ofthestatement,GoldMinecontinuestothenextrecordandrepeatstheprocesstofindacontactrecord
thatdoesmeettheconditions.GoldMinethenselectstherecord.Thefiltershrinksyourdatabasetopresentasubset
ofonlythosecontactswithaddressesinLosAngeles.
ByconstructingBooleanexpressions,buildandmaintainanunlimitednumberoffilterstocategorizetherecordsin
yourdatabase.
To Access Filters
1. SelectTools>Filters.TheFiltersandGroupswindowopens.
2. SelecttheFilterstab.
3. AttheViewFiltersdropdownlist,selectausername.Eachfilterassociatedwiththatusernamelistsalphabeticallyby
theFilterNameassignedwhenitwascreated.Activate,Release,Delete,orcreateaNewfilter.
222 About Filters and Groups
GoldMine User Guide
Groups
Agroupisafixedsetofrecordsthatmeetsaspecifiedsetofconditionsandallowsinstantaneousaccesstomember
records.
To Access Groups
1. SelectTools>Filters.TheFiltersandGroupsdialogboxappears.
2. SelecttheGroupstab.
Theupperpaneliststhegroupsownedbytheuser.Thelowerpanelistsmembersofthegrouphighlightedintheupper
pane.GoldMineordersmemberrecordsbytheSortcode,definedwhilebuildingthegroup.
How Groups Differ from Filters

Workingwithgroupscanbemoreefficientthanapplyingafilter.Whenyouactivateafilter,GoldMinesearchesthroughthe
databaseforcontactrecordsmeetingthecriteria.
Onceagroupiscreated,membershipisfixedandyoucanworkwiththegroupmemberswithoutperformingthesearch
again.Eachmembercontactrecordremainsinthegroupuntilremoved.However,sinceeachrecordevaluateswhenthe
filterisactivated,aselectedfilterdisplaysnewcontactrecordsaddedtothedatabaseiftheymatchthefilterscriteria.
Groupsalsohaveoptionalsortcapabilities,lettingyoulistmemberrecordsintheorderbestfittingyourneeds.
Using Filters and Groups

Whenyouhavealargenumberofcontactrecordsinyourdatabase,createsubsetsbasedoncriteriatocategorizegroupsof
recordstoaccessforspecialactivities.
Example
Createasubsetofcontactsyoutelephonedinthepastweek,andsendamassmailingonlytothose
contacts.
CreateandmanagesubsetsofdatausingfiltersandgroupsandtheFiltersandGroupsdialogbox,orin
theContactSearchCenter,whereyoucanbuildandsavesearchcriteriaasFilters,orsearchresultsas
Groups.
1. SelectTools>Filters.TheFiltersandGroupsdialogboxappears.
2. Clickatab:
Filters.Createanddeletefilters.Alsoactivateandreleasefilters(see"CreatingFilters"onpage
224and"ActivatingandReleasingFilters"onpage235).
Preview.Previewfilterresults.See"UsingthePreviewingFiltersOptions"onpage228.
Group.Buildgroupsandreviewmembers.Alsoactivateandreleasegroups(see"Groups"on
page223).
SQLQuery.WriteandsaveaSQLqueryfromscratchorusingtheLookupwizard(see"Creating
SQLQueryFilters"onpage228).
GoldMine User Guide
About Filters and Groups 223
Working with Filters

Creating Filters
GoldMinecontainsafiltergeneratorthatbuildsasearchexpressionbasedonmenuandbrowsewindowselections.Filters
operateontheentiredatabase.
Afterthecriteriaaremet,afiltermovesthroughthedatabaseonerecordatatime,searchingforamatch.Filtersrerun
everytimetheyareactivated.
Filtersareoftenusedforreportingpurposesorasthebasisforcreatingagroupoffrequentlyaccessedrecords.Filterscan
alsolimittheamountofdatasynchronizedfromoneGoldMinesystemtoanother.
FiltersoperateonlyontheContactRecordsprimaryinformationandtheSummary,Fields,andNotestabs.Toselect
recordsbasedonothertabs,youmustusetheGroupsfeatureoraSQLquery.
IMPORTANT:Influencers(contactsforprojects),teammembers,andcompetitorsassociatedtoa
contactrecordthatareoutsideasyncsendfilterwillnotappearontheopportunity/projectafter
synchronization.
To Create a Filter
1. SelectTools>Filters.
TheFiltersandGroupsdialogboxopens.
2. OntheFilterstab,clickNew.
TheNewFilterdialogboxopens.
3. OnthePropertiestab,typethenameofthefilterintheFilterNamefield.
4. SelectthefilterOwnerinthedropdownlist.
5. EnterthefilterexpressionintheFilterExpressionfield.
Formoreinformation,see"FilterExpressionOperators"onpage226.
224 Working with Filters
GoldMine User Guide
6. Clicktheradiobuttontoindicatehowtoenterthefilterexpression:
inEnglish
dBaseExp.
SQLQuery
7. Toeditanexpression,clickEditandattheEditExpressiondialogbox,makeyourchanges.
8. ClicktheBuildtabandattheFieldnamefield,selectthefieldnameinthedropdownlist.
SelecttheOperatorinthedropdownlist.
TypetheValueinthetextboxorselectavaluefromtheF2Lookuptospecifythecomparisonvalue.
ClickInsertCondition.Theexpressionyouconstructedisinsertedinthelargetextbox.
ClickANDorORtoinsertaBooleanoperatorandthenconstructtheadditionalexpressionusingField,Operator,
andValue.
ClickOKtoreturntotheFiltersandGroupdialogbox.
GoldMine User Guide
Working with Filters 225
9. SelectOptimizetoimprovetheperformanceofafilterwithaSortfield.
10. See"UsingtheOptimizingFiltersOptions"onpage227.
11. ClickOK.ThefilterappearsintheFiltersandGroupswindow.
12. ClickPropertiestoviewandeditthefilter.
13. SelectthefilterandclickDeletetodeletethefilter.
Filter Expression Operators

Operatorsspecifythecriteriaafieldmustmeettobeincludedorexcludedfromafilter.
Selectoneoftheseoperators:
Equalto.TestsforanexactmatchbetweenthefielddesignatedinFieldNameandtheentryintheValuefield.Whenthe
datafieldandcomparisonvaluematch,therecordisselected.
Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityEqualtoLosAngelesthatwill
selecteveryrecordwiththeCityentryofLosAngeles.
NotEqualto.TestsforadifferencebetweenthefielddesignatedinFieldNameandtheentryintheValuefield.When
thedatafieldandcomparisonvaluematch,therecordisselected.
Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityNotEqualtoLosAngeles.Each
recordwiththeCityentryofLosAngeleswillnotbeselected.RecordswithCityentriesofanyothercitywill.
Greaterthan.Testsforavalueinthedatafieldalphanumericallyhigherthanthecomparisonvalue.Inatestfor
alphabeticentries,suchasCity,ahighervalueisonethatcomesaftertheenteredvalue,meaning,laterinthe
alphabet.Whenthedatafieldsvalueisalphanumericallyhigherthanthecomparisonvalue,therecordisselected.
Example:SelectingthefileandtheValueentryIcreatesthefilterCityGreaterthanLosAngeles.ArecordwithaCity
entryofPacificPalisadeswillbeselected,butarecordwithaCityentryofBurbankorLosAngeleswillnot.
Lessthan.Testsforavalueinthedatafieldalphanumericallylowerthanthecomparisonvalue.Inatestforalphabetic
entries,suchasCity,alowervalueisonethatcomesbeforetheenteredvalue,meaning,earlierinthealphabet.When
thedatafieldsvalueisalphanumericallylowerthanthecomparisonvalue,therecordisselected.
Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityLessThanLosAngeles.A
recordwithaCityentryofGlendalewillbeselected,butarecordwithaCityentryofLosAngelesorSantaMonicawill
not.
GreaterorEqual.Testsforavalueinthedatafieldequaltooralphanumericallyhigherthanthecomparisonvalue.Ina
testforalphabeticentries,suchasCity,ahighervalueisonethatcomesaftertheenteredvalue,meaning,laterinthe
alphabet.Whenthedatafieldsvalueisalphanumericallyhigherthanthecomparisonvalue,therecordisselected.
Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityGreaterorEqualtoLos
Angeles.AnyrecordswithCityentriesofLosAngelesandanyrecordswithCityentriesthatcomelaterinthealphabet,
suchasPacificPalisades,willbeselected.RecordswithCityentriesthatcomeearlierinthealphabet,suchasBurbank,
willnot.
LesserorEqual.Testsforavalueinthedatafieldequaltooralphanumericallylowerthanthecomparisonvalue.Ina
testforalphabeticentries,suchasCity,alowervalueisonethatcomesbeforetheenteredvalue,thatis,earlierinthe
alphabet.Whenthedatafieldsvalueisalphanumericallylowerthanthecomparisonvalue,therecordisselected.
Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityLesserorEqualtoLosAngeles.
AnyrecordswithCityentriesofLosAngelesandanywithCityentriesthatcomelaterinthealphabet,suchasGlendale,
willbeselected.RecordswithCityentriesthatcomelaterinthealphabet,suchasSantaMonica,willnot.
Beginswith.Testsforavalueinthedatafieldthatstartswiththecomparisonvalue.Ifthecharactersofthecomparison
valuematchthestartingcharactersinthedatafield,therecordisselected.
Example:ThefilterCityIwillincluderecordsinwhichtheCityentriesallstartwithPsuchasPacificPalisades,
Pasadena,PicoRivera,andsoon.
GoldMine User Guide
Contains.Testsfortheexistenceofthecomparisonvalueanywherewithinthedatafield.Ifthedatafieldcontainsthe
comparisonvalue,therecordisselected.
Example:ThefilterCityContains"P"willincluderecordsinwhichtheCityentriesincludePanywhereinthecityname
suchasPacificPalisadesandCorpusChristie.
DoesNotContain.Testsfortheabsenceofthecomparisonvalueanywherewithinthedatafield.Ifthedatafielddoes
notcontainthecomparisonvalue,therecordisselected.
Example:ThefilterCityDoesNotContain"P"willincluderecordsinwhichtheCityentriesdonotincludePanywherein
thecitynamesuchasNewYorkandLosAngeles.However,PacificPalisadesandCorpusChristiewillnotbeselected.
IsEmpty.Testsforanabsenceofanyentryinthespecifiedfield.Characterfieldsareemptywhentheycontainonly
spaces.
Example:IfyouhavecontactsintheUnitedStatesandothercountriesandyouwanttosearchforonlycontactsinthe
UnitedStatesassumingyouhavenotenteredcountrydatafordomesticclientsthefilterCountryIsEmptywillselect
contactslocatedintheUnitedStates.
IsNotEmpty.Testsforanyvalueinthespecifiedfield.
Example:Ifyouwanttofaxanannouncementtoallofyourclientcompanies,thefilterFaxIsNotEmptywillselectall
companieswithatelephonenumberenteredintheFaxfield.
Boolean Operators
Booleanoperatorsarethefunctionsusedbetweenfilterexpressionstorefinethescopeofyoursearchorfilter.
Youcanlinktwosearchterms,forexample,SalesRepequalsBillandSalesTerritoryequalsSouthwest,withthese
operators:
AND.Onlyrecordsthatcontainbothexpressionsareretrieved.
FilterincludesonlyrecordswhereSalesRep=BillANDSalesTerritory=Southwest.Bothconditionsmustbetruefor
therecordtobeincludedinthefiltergroup.
OR.Anyrecordthatcontainseitherexpressionisretrieved.
FilterincludesallrecordswhereSalesRep=BillORSalesTerritory=Southwest.Eitherconditioncanbetrueforthe
recordtobeincludedinthefiltergroup.
Using the Optimizing Filters Options

UsetheFilterOptimizationoptiontoimprovetheperformanceofafilterbyassociatingthefilterexpressionwitha
particularsortorder,narrowingtherangeofrecordsselectedforthefilter.
Optimizationcreatesasubsetbeforethefilterisapplied.
1. IntheFiltersandGroupsdialogbox,highlightthefilterandselectProperties.
TheFilter:namedialogboxappears.
2. ClicktheOptimizetab.
3. SelecttheSortOrderinthedropdownlist.
4. TypeintheBeginningLimittosetthefirstvalidrecordtobeconsideredpartofthefilteredsubset.
5. TypeintheEndingLimittosetthelastvalidrecordtobeconsideredpartofthefilteredsubset.
6. ClickOK.
GoldMine User Guide
Using the Previewing Filters Options

UsethePreviewtabontheFiltersandGroupsdialogboxtotestyourfilterbeforeactivatingit.
Usethefollowingproceduretotestyourfilter.
1. IntheFiltersandGroupsdialogbox,ontheFilterstab,highlightthefiltertotestandclickthePreviewtab.
ThePreviewtabdisplaystheselectedfilterintheuppertextbox.
2. Toeditthefilterexpressionintheuppertextbox,rightclickandselectthenecessaryoptionsfromthelocalmenu.
3. ClickSearchAlltorunthefilter.Theresultsdisplayinthelowertextbox.Thenumberofrecordsincludedinthefilter
displayinthelowerrightcornerasCount.
4. Usetheseoptionstoaltertheresults:
BuildFilter.DisplaystheExpressionBuilderdialogboxtomodifyanexistingfilterorbuildanewfilter.After
selectingthefilterofaGoldMineuser,theavailableoptionsarethesameasforCreatingFilters.
Save.DisplaystheSaveQuerydialogboxtosavethefilterexpressionortheselectedrecordsasagroup.Ifyousave
onlythefilterexpression,theactualrecordsselectedbythefiltermightdifferwhenthefilterisactivated,
dependinguponchangestoyourcontactdatabase.
DrillDown.LetsyouselectafilterexistingornewlybuiltthatGoldMineappliesonlytotherecordsalready
selectedonthebasisofadifferentfilter.Forexample,ifafterperformingasearchbasedonafiltertoselectthe
recordsofcontactslocatedinCalifornia,GoldMineretrieved200records,applydifferingfilterstoonlythose200
records.
To Use the Drill Down Option

1. SwitchtotheFilterstab.
2. Highlighttheadditionalfiltertonarrowtheresults.
3. SwitchbacktothePreviewtabandthenclicktheDrillDownbutton.
Creating SQL Query Filters

UsetheFiltersandGroupsdialogboxtocreatefiltersbasedonMicrosoftStructuredQueryLanguage(SQL)Queries.SQL
QueryoptionsaredesignedandoptimizedforsystemsrunningaSQLdatabase.
NOTE: SQLquerieshaveaformatdifferentfromthedBASEformat.
To Create an SQL Query Filter

1. SelectTools>Filters.TheFiltersandGroupsdialogboxopens.
2. ClicktheSQLQuerytab.
3. TypetheSQLquery.See"SQLQuerySamples"onpage229.
4. ClickQuerytodisplayresultsinthelowertextbox.
5. Tosavethequeryforfutureuse,clickSave.TheSavedSQLQueriesdialogboxopens.
6. TypeanameintheQuerynamefield.
GoldMine User Guide
SQL Query Samples

Count Number of Records
TocountthenumberofContactRecords,writeyourstatementas:
SELECT count (*) FROM Contact1
Forcountstatements,noticethewildcard(*)issurroundedbyparentheses.
Fields in Each Table

ToreturnalistingofallfieldsineachtableforGoldMine,writeaquerysuchas:
SELECT * FROM Contact1
andthenchangethetablenameforeachlistingrequired:
SELECT * FROM CAL, select * from ContHist
Restrict to City
TofindallcontactsinNewYorkCity,writeyourstatementas:
SELECT * FROM Contact1 WHERE city = New York
AquerytofindallNewYorkCityrecordswhereusersenteredbothinitialcapandlowercase:
SELECT * FROM Contact1 WHERE city like _ew _ork
Usetheunderscore_charactertomatchanysinglecharacter.
Restrict to Two States

TofindallcontactsinCAandNY,writeyourstatementas:
SELECT * FROM Contact1 WHERE state = NY OR state = CA ORDER BY state, city
Duplicate Contacts
Findingallpossibleduplicatesinadatabasecanbedifficult.AquerytofindduplicateContactRecordsinthedatabase
istosearchonduplicateAccountNumberslookinginboththeContact1andContact2tables:
SELECT count(*), AccountNo FROM Contact2 GROUP BY AccountNo HAVING Count(*) > 1
Duplicate RecID
TofindContactRecordswithduplicateRecIDs,usethisquery:
SELECT recid FROM Contact2 GROUP BY recid HAVING count(recid) > 1
Find Orphans
AnorphanrecordexistswhenthereisaContact2recordbutNOTaContact1record.
SELECT * FROM Contact2 WHERE AccountNo NOT IN (SELECT AccountNo from Contact1)
Contact Records with No E-mail Address

TosubsetContactRecordswithnoemailaddress,usethisquery:
SELECT company, contact FROM Contact1 WHERE accountno NOT IN (SELECT accountno FROM ContSupp
WHERE contact = E-mail Address)
GoldMine User Guide
View New Contact Records Entered During a Specific Time Period

TheSummarytabofacontactrecordhasacreateonfieldthatrecordsthedatetherecordwasentered.Usethecreateon
fieldtobuildasubsetofrecordscreatedonacertaindate.CreateafilteroranSQLquerytobuildthesubset.
Usethefollowingexampleandproceduretoviewcontactsduringaspecifictimeperiod.
Example:
TocreateafiltertofindnewContactRecordscreatedduringtheweekofJune24,2003,createonisgreaterthan6/24/
2003ANDcreateonislessthan6/28/2003.
1. Createthisfilter:
SELECT * FROM Contact1 WHERE createon > 20030624 and createon < 20030628
2. Selectone:
Saveasnewquery.SavestheSQLqueryasanewexpression.Oncesaved,theenteredtitleappearsintheQuery
namedropdownlist.
Updatecurrentquery.Saveschangestoapreviouslycreatedqueryexpression.ThetitleappearsintheQueryname
field.
Deletequery.DeletesthequeryexpressionspecifiedintheQuerynamefield.
3. ClickOK.
Working with Groups

Group Members Local Menu
1. Toaccessthegroupmemberslocalmenu,attheFiltersandGroupstab,rightclickintheGroupstab>Memberarea.
2. Selectoneoftheoptions:
SortMembers.OpenstheSortGroupMembersdialogbox;sortgroupmembersbyclearingallsortingoptionsor
sortbyfield,byanexpression,orareferenceexpression.
SyncContact.Displaystheselectedgroupmember'scontactrecordastheactivecontact.
View.Changesthedisplayfromcompanytocontact,orboth.
Find.Searcheswithinthegroupforthespecifiedcontact.
Outputto.Sendsthelistofgroupmemberstotheprinter,Word,Excel,ortheclipboard.
New.DisplaystheGroupMemberProfiledialogboxwhereyouaddthecurrentcontacttothegroupwiththe
referenceyoutypeorselect.
Delete.Removesamemberfromthegroup.
Edit.DisplaystheGroupMemberProfiledialogboxsoyoucanchangethereferenceorsortforamember.
230 Working with Groups
GoldMine User Guide
Using the Groups Tab

UsetheGroupstabtocreateandactivatestaticgroupsofcontacts.
2. AttheFiltersandGroupsdialogbox,clicktheGroupstab.
3. RightclickinthegrouptabandselectNew.
TheNewGroupdialogboxopens.
4. TypeorselectanameintheNamefield.
TypeorselectthecodeintheCodefield.
SelectanotheruserintheUserfield.
Selectthefollowingoptionsasneeded:
GroupName.Assignadescriptivenametoeachgroup.Membersofthehighlightedgroupdisplayedinthe
lowerportion.
Code.Anoptionalidentificationcodeassignedtoeachgrouptohelplocateagroupifyoudefinedmanyin
GoldMine.
ClickBuildtheGroupand/ortheSynchronizebuttonasneeded.
5. TheGroupBuildingWizardopens.
Creating a New Group

UsetheGroupstabtocreateandactivatestaticgroupsofcontacts.Usethefollowingproceduretocreateagroupof
contacts.
To Create a New Group

TheFiltersandGroupsdialogboxappears.
3. ClicktheNewGroupbutton.
TheNewGroupdialogboxopens.
4. TypeorselectaGroupName(adescriptivenametoeachgroup).
5. TypeorselecttheCode(anoptionalidentificationcodeassignedtoeachgrouptohelplocateagroupifyoudefined
6.
7.
8.
9.
manyinGoldMine).
SelectanotheruserintheUserfield.
Selectthefollowingoptionsasneeded:
CheckBuildtheGroupand/ortheSynchronizeGroupoptionasneeded.
TheGroupBuildingWizardopens.See"GroupBuildingWizard"onpage232.
GoldMine User Guide
Working with Groups 231
Group Building Wizard

IntheGroupBuildingWizard,selectoneoptionandclickNext:
Filteredrecords.Usesanexistingfiltercreatedbyanyuser.TheBuildaGroupbasedonaFilterdialogboxopens.See
"GroupsBasedonFilteredRecords"onpage233.
Previewedrecords.UsesrecordsyouarepreviewinginthePreviewtabintheFiltersandGroupsdialogboxtopreview
filterresults.TheOptionalSettingsdialogboxappears.See"UsingtheOptimizingFiltersOptions"onpage227.
SQLQueryrecords.UsesanexistingSQLqueryontheSQLQuerytaboftheFiltersandGroupsdialogboxtoqueryan
MSSQLServerdatabase.TheOptionalSettingsdialogboxappears.
Taggedrecords.UsesrecordsyoutaggedintheContactSearchCenterusingCTRL+click.Oncemultiplecontactsare
highlighted,selectGoTo>ContactGroupsandcreateanewgroup.TheOptionalSettingsdialogboxappears.
Searchresults.UsestherecordsresultingformasearchbyselectingLookup>TextSearch.WhenGoldMinecompletes
thesearch,leavetheSearchdialogboxopen.TheOptionalSettingsdialogboxappears
Scheduledcalendaractivities:CreatesagroupbasedonscheduledactivitiesintheCalendar.TheGroupBasedon
ScheduledActivitiesdialogboxappears.
Completedhistoryactivities.Createsagroupbasedonhistoricalactivities.SelectaUser.Enterthedaterangeandtype
anActivitycode(thedefaultisblank).SelectanActivityType.TheBuildaGroupbasedonCompletedActivitiesdialog
boxappears.
Supplementalcontactdata.Createsagroupbasedondetailrecords,linkeddocuments,additionalcontacts,orreferrals
tobuildagroupbasedonsupplementaldata.TheBuildaGroupbasedonContactDetailsdialogboxappears.
GoldMine User Guide
Groups Based on Filtered Records

1. IntheGroupBuildingWizard,selectFilteredrecords.
2. ClickNext.
TheBuildaGroupbasedonFilteredRecordsdialogboxopens.
3. Selectoneoption:
BuildonaFilter.Createagroupbasedonanexistingfilter.SelectthefilterOwnerinthedropdownlistandthe
filternameintheBuildonaFilterdropdownlist.
BuildFilter.Createafilterifonedoesnotexist.
BuildonanExpression.Typeanewfilterexpressionoreditthefilterexpression.
4. ClickNext.
5. TheOptionalSettingsdialogboxappears.See"GroupOptionalSettings"onpage234.
GoldMine User Guide
Working with Groups 233
Group Optional Settings

Whenbuildingagroup,usetheOptionalSettingstorefineyourchoices.
1. AttheOptionalSettingsdialogbox,selecttheSortFieldinthedropdownlist.
NOTE: TheSortFieldspecifiesacontactfieldoruserdefinedfieldGoldMinesortsthegroupby.Selectthe
fieldtosortthegroupby,andGoldMineplacesthevaluefromthatfieldinthegroupSortfieldforeach
groupmemberscontactrecord.Whenthegroupisactive,groupmembersarearrangedalphabeticallyby
thissortfield.
2. TypeorselecttheReferencevaluefromtheF2Lookuplist.
NOTE: EachmemberhasagroupReferencefield.Thefieldcontainsinformationyoutypeorselect.When
GoldMinebuildsagroup,youcanselectthevalueplacedinthegroupReferencefieldforeachgroup
member,forexample,{Database>Fieldname}.
3. TypeorselectaFilterExpr.fromtheF2Lookuplist.ThefilterexpressionmustbeavaliddBASEBooleanexpression.
NOTE: Thisoptionisnotavailableofyouarecreatingagroupbasedonfilteredrecords.
4. ClickNext.
TheReadytoBuilddialogboxopens.
5. ClickFinish.
TheGoldMineProcessMonitoropensanddisplaysthestatusofthebuildingprocessuntilitiscompleted.Itthen
displaysthenumberofrecordsaddedtothegroup.
Whenthegroupisbuilt,thenameisaddedtotheGroupNameboxontheGroupstab.
Group Based on Scheduled Activities

1. IntheGroupBuildingWizard,selectScheduledcalendaractivitiesandclickNext.
2. AttheBuildaGroupbasedonScheduledActivitiesdialogbox,intheRangearea,select:
User.Selecttheuserinthedropdownlist.
FromDate.TypeorselectthedatefromtheF2graphicalcalendar.
ToDate.TypeorselectthedatefromtheF2graphicalcalendar.
Activity.Typetheactivitycode.
3. IntheActivityTypearea,selectAllActivitiesoraspecificactivity.
4. ClickNextandcompletetheOptionalSettingsdialogboxappears.See"GroupOptionalSettings"onpage234.
Group Based on Completed Activities

1. IntheGroupBuildingWizard,selectCompletedhistoryactivitiesandclickNext.
2. AttheBuildaGroupbasedonCompletedActivitiesdialogbox,intheRangearea,select:
User.Selectauserinthedropdownlist.
FromDate.TypeorselectthedatefromtheF2graphicalcalendar.
ToDate.TypeorselectthedatefromtheF2graphicalcalendar.
Activity.Typetheactivitycode.
Result.Typetheresultcode.
3. IntheActivityTypearea,selectAllActivitiesoraspecificactivity.
4. ClickNextandcompletetheOptionalSettings dialogboxappears.See"GroupOptionalSettings"onpage234.
GoldMine User Guide
Group Based on Supplemental Contact Data

1. IntheGroupBuildingWizard,selectSupplementalcontactdataandclickNext.
2. AttheBuildaGroupbasedonContactDetailsdialogbook,selectanoption:
Details.Buildsthegroupbasedondetailrecords.
DocumentLinks.Buildsthegroupbasedonlinkeddocuments.
AdditionalContact.Buildsthegroupbasedonothercontactrecords.
Referrals.Buildsthegroupbasedonreferralrecords.
NOTE: IfyouselectDetails,typeorselectavaluefromtheF2Lookuplisttolimitthedetailbasedgroup
toaparticulardetail,forexample,emailaddress.Thisoptionisnotavailablewiththeotheroptions.
3. TypeorselecttheKeywordintheF2Lookuplist.Thisoptionspecifiesawordorphrasetobesearchedwithinthe
Referencefieldintheselectsupplementaldata.
4. ClickNextandcompletetheOptionalSettingsdialogboxopens.See"GroupOptionalSettings"onpage234.
Saving Search Results as a Group

1. Aftercreatingasearch,youcansavetheresultsasagroupbyuserortopublic.
2. ClicktheSavebuttonandselectSaveasGroup.
3. OntheNewGroupdialogbox,entertextoruseF2LookupListforthefollowingfields:
GroupName
Code
User
4. ClickOK.
TheresultsaresavedandtheGroupslistandavailablebyclickingtheFilters/Groupsbutton.TheGroupnameappears
belowthespecifieduser'sGroupinthelist.
Activating and Releasing Filters and Groups

Activating and Releasing Filters
Usecreatedfilterexpressionsinanoperationsuchasperformingaglobalreplacebasedonafilter.Whilethefilterisactive,
thefilternamebecomespartoftheContactRecordwindowtitle.
NOTE: TheContactSearchCenterstillletsyoudeviatefromfilterresultstolocateanddisplayarecord
thatdoesnotmeetfiltercriteria.However,selectingtheNextRecord(PAGEDOWN)orPreviousRecord
(PAGEUP)returnsyoutothefilterresults.
IMPORTANT:ActivatingthefilteraffectsthefollowingGoldMineoperations:
PAGEUPandPAGEDOWNandcorrespondingmenucommands,NextRecordandPrevious
Record
MergeFormscommand
Recorddeletioncommands:DeleteOldHistoryofALLContactRecordsandDeleteALL
ContactRecords
GlobalReplacecommands
Synchronizecommands
ExportContactRecordscommand
GoldMine User Guide
Activating and Releasing Filters and Groups 235
To Activate a Filter
1. OpentheToolsmenuandselectFilters.
2. OntheFilterstab,highlightafilterandclickActivate.
TheactivefilternameappearsintheContactRecordtitlebar.
Thefilterremainsactiveuntilreleased.
To Release a Filter
1. OpentheToolsmenuandselectFilters.
2. OntheFilterstab,highlightafilterandclickRelease.
Thefilterisdeactivatedandyoucannowaccesstheentiredatabase.
236 Activating and Releasing Filters and Groups
GoldMine User Guide
Activating and Releasing Groups

Whenselectingthiscommand,GoldMinesdatabaseappearscontainingonlycontactrecordsthataremembersofthe
group.Afteryoubuildagroup,itmustbeactivatedbeforeitcanbeusedinanoperation.
TIP:Youcancreate,activate,andreleasegroupsintheContactSearchCenter(seepage205).
Activate.Restrictsthecontactlisttodisplayingonlycontactswithintheactivatedgroup(orfilter,etc.)
Release.Deactivatesthefilter.
To Activate a Group
3. HighlightagroupandclickActivate.
To Release a Group
3. HighlightagroupandclickRelease.
GoldMine User Guide
Activating and Releasing Filters and Groups 237
238 Activating and Releasing Filters and Groups
GoldMine User Guide
Marketing Tools
Overview
UsetheLeadsManagementCenter(see"UsingtheLeadsManagementCenter"onpage240),alongwiththeCampaign
ManagementCenter("UsingtheCampaignManagementCenter"onpage242)andWebImport(refertotheWebImport
topicintheAdministratorReferenceGuide),todesign,test,andimplementcustomertreatmentstrategiesandcampaigns
toimprovemarketingefficiencyandmeasureeffectiveness.
About the Leads Management Center

TheCenterprovidesasequenceofactivitiestohelpmanagemarketingactivitiesrelatedtothebaseofcontactsand
potentialleads.Identifyandtrackwhobringsinthelead,whoandhowcontactismade,andthelead'sprogressthrough
thesalescycle.
GoldMine User Guide
Marketing Tools 239
Using the Leads Management Center

UsethefollowingproceduretoaccessandusetheLeadsManagementCenter.
1. SelectGoTo>LeadsManagementCenter,orclickAdministerleadsontheGettingStartedtoolbar.
2. AttheLeadsManagementCenter,selectfromtheseoptionstoprocessyoursetofleads:
ImportdatafromavarietyofsourcesincludingACT!,DBF,ASCII,SDF,SQL,orXMLfiles.
Assignanowner/managerandrecordcurtainingtocontrolwhocanupdateorviewalead.
AssignanAutomatedProcesstoprocesstheleadsaccordingtoapredefinedtrackofactionsandtriggers.
Scheduleanactivitytoroute,manage,andscheduleoneormoreactivitiesusingcalls,nextactions,appointments,
literaturerequests,forecastingsales,events,todos,andemailcommunication.
Organizefilters/groupstoworkwithleadsandfilterandgroup.Createnew,addorremovemembersfromexisting,
ormodifythecriteriaoffiltersandgroups.Toaddacurrentleadtoanexistingfilterorgroupyoumustwalk
throughthestepsofeditingthefilterorgroup.
About the Campaign Management Center

OneofGoldMine'smarketingtools,thisinterfaceletsyouviewcustomerinteractionsfrominitialcontacttoclosingthefirst
saletofuturepurchases.
UsetheCampaignManagementCenter(see"UsingtheCampaignManagementCenter"onpage242),WebImport(see
"WebImport"onpage171),andtheLeadsManagementCenter(see"UsingtheLeadsManagementCenter"onpage240)
todesign,test,andimplementcustomertreatmentstrategiesandcampaignstoimprovemarketingefficiencyandmeasure
effectiveness.Bytyingsalesandmarketingpromotionswithcustomerdatayoucanprovideconsistent,personalized
customerexperiences.
TheCenterinterfacecontainsthreepanes,amenu,andatoolbar.Thenavigationpane(treeview)displayseachcampaign.
ExpandacampaigninthetreetorevealitsOpen,CompletedandContactsfolders.Selectafoldertodisplaydetailsand
contactnames(intherightpanes).
TheCentertracksopen/completedactivitiesandwhichcustomershavebeencontacted.Whenyoucompleteascheduled
activitygeneratedfromacampaign,GoldMinetrackstheactivityandrecordsitascompletedintheCompletedfolder.A
completedcampaignactivityisalsonotedintheContractRecordHistorytab.
TheCampaignCreationWizardprovidesachecklistofactivitiesforconductingacampaign.UsetheWizardtoimportdata,
schedulecalls,performmailmerges,andrunAutomatedProcesses.Formoreinformation,see"CreatingCampaigns"on
page243).
ClicktheConfigureWebImportbuttononthetoolbar.Awizardappears.UseittocreatetheHTMLformandthescriptfor
Webimports.WebimportcapabilitieshelpyoucollectcontactinformationfrominterestedvisitorsdirectlyfromyourWeb
site,tofeedthatintomarketingcampaigns.
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Campaign Local Menu

AccessthelocalmenubyrightclickingonacampaignintheCampaignManagementCenter.
NewCampaign.LaunchesCampaignCreationWizard.
DeleteCampaign.Removesselectedcampaign.
RenameCampaign.Renamesselectedcampaign.
CloneCampaign.Copiesselectedcampaigntoanewcampaign.
NewTask.Addsnewtasktoselectedcampaign.
TaskProperties.Modifiesselectedcampaign.
DeleteTask.Removesselectedtaskfromthecampaign.
CompleteTask.Aftertaskisaccomplished,marksitascomplete.
AssignContacts.OpenstheContactSearchCenter.
Expand/Collapse.Opensorfoldsupsubentriesinthenavigationpane.
ExpandAll.Opensallfoldersinthenavigationpane.
Refresh.Updatescampaignslistedinthenavigationpane.
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Campaign Management Center Toolbar
NewCampaign:LaunchestheCampaignCreationWizard.
CloneCampaign:Copiesselectedcampaigntoanewcampaign.
RenameCampaign:Changesgivennameofacampaign.
DeleteCampaign:Removesselectedcampaign.
NewTask:Addsnewtasktoselectedcampaign.
CompleteTask:UpdatesatasktoCompleted.
DeleteTask:Removesselectedtaskfromcampaign.
TaskProperties:Modifiesselectedcampaigntask.
AssignContacts:OpenstheContactSearchCenter.
ConfigureWebImport:DisplaystheWebImportProfilesdialogbox.
Using the Campaign Management Center

Thefollowingprocedureallowsyoutocreate,modify,ordeletecampaignsusingtheCampaignManagementCenter.Use
theToolbarorNavigationPaneMenutoaccessactions.
1. SelectGoTo>Campaigns>GoldMineCampaigns,orclickCampaignsintheNavigationPane.
2. AttheCampaignManagementCenter,clickOK.
3. AttheCampaignManagementCenterdialogbox,selectanoption:
CreateCampaigns(see"CreatingCampaigns"onpage243
CloneCampaigns(see"CloningCampaigns"onpage244
RenameCampaigns(see"RenamingCampaigns"onpage244
CreateaNewCampaignTask(see"CreatingNewCampaignTasks"onpage244
CompleteaCampaignTask(see"CompletingCampaignTasks"onpage245
DeleteCampaigns(see"DeletingCampaigns"onpage245
DeleteCampaignTasks(see"DeletingCampaignTasks"onpage245
ModifyCampaignProperties(see"ChangingCampaignTaskProperties"onpage245
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Creating Campaigns
Youcanusemarketingcampaignstoconsolidateavarietyofcommunicationactivities.
Usethefollowingproceduretocreateacampaign;itdisplaysintheCampaignManagementCenternavigationpane.
1. SelectGoTo>Campaigns>GoldMineCampaigns.
2. AttheCampaignManagementCenterwindow,inthenavigationpane,rightclickandselectNewCampaign,orclick
NewCampaignonthetoolbar.
TheCampaignCreationWizardopens.
3. ClickNext.
4. AttheSelectContactsdialogbox,selectafilterorgroupfromthedropdownlist.
Tochangethefiltersorgroupstothoseofadifferentowner,select<Filtersof:>or<Groupsof:>.
TheSelectaUserdialogboxopens.
SelectauserandthenclickOK.
ClickNext.
5. AttheAssigntaskstothiscampaigndialogbox,clickNewtask.
6. Configurethefollowing:
ImportData.GoldMineprovidesseveralwaystoimportdata.SelecttoopentheSelectImportDataSourcedialog
box.
MailMerge.Mergecontactinformationwithtemplates(document,envelope,orlabel).SelecttoopentheMail
MergePropertiesdialogbox.
EmailMerge.UsetemplatestocommunicateapromotiontocustomersusingqueuedInternetemail.Selectto
opentheMailMergePropertiesdialogboxappears.
Call.Scheduleoutgoingtelephonecallstoinitiateacontactorfollowup.SelecttoopentheScheduleaCalldialog
box.OnlytheDetailtabisavailable.
AutomatedProcesses.Usepredefinedorcreatenew.SelecttoopentheSelectanAutomatedProcessesdialogbox.
Youcanaddtasksasneeded.
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7. ClickEdittomodifyatask.
8. ClickDeletetodeleteataskfromthecampaign.
9. ClickNexttomovetotheSummaryofselectionsdialogbox.
10. Reviewtheinformationpresented.Ifyouneedtomodifythetasks,clickBack.
11. ClickFinish.
Cloning Campaigns
Cloningacampaignisusefulifyouwanttocreateacampaignwithsimilarattributestoanexistingcampaign.
Usethefollowingproceduretocloneacampaign.
2. AttheCampaignManagementCenterwindow,selectacampaign.
3. ClickCloneCampaign.
GoldMinecopiesthecampaignanddisplaysitinthenavigationpanewiththesamenameandanumber.forexample,
Chicago051604clonedwouldappearChicago051604(1).
4. SelecttheclonedcampaignandclickRenameCampaign.
5. TypeanewnameandthenpressEnter.
Renaming Campaigns
Usethefollowingproceduretorenameacampaign.
3. ClickRenameCampaign.
4. Theinsertionpointispositionedinthecampaignnameinentermode.
5. TypeanewnameandthenpressEnter.
Creating New Campaign Tasks

Usethefollowingproceduretocreateanewcampaigntask.
3. ExpandtheOpenfolderandthenclickNewTask.
4. Configurethefollowing:
ImportData.GoldMineprovidesseveralwaystoimportdata.SelecttoopentheSelectImportDataSourcedialog
box.
MailMerge.Mergecontactinformationwithtemplates(document,envelope,orlabel).SelecttoopentheMail
MergePropertiesdialogbox.
EmailMerge.UsetemplatestocommunicateapromotiontocustomersusingqueuedInternetemail.Selectto
opentheMailMergePropertiesdialogboxappears.
Call.Scheduleoutgoingtelephonecallstoinitiateacontactorfollowup.SelecttoopentheScheduleaCalldialog
box.OnlytheDetailtabisavailable.
AutomatedProcesses.Usepredefinedorcreatenewprocesses.SeetheGoldMineAdministratorsGuide.
5. AddtasksasneededandthenclickOK.
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Completing Campaign Tasks

Usethefollowingproceduretocompleteacampaigntask.
3. ExpandtheOpenfolderandselectatask.
4. ClickCompletedTasks.
5. ClickYesattheconfirmationprompt.
Deleting Campaigns
Usethefollowingproceduretodeleteacampaign.
3. ClickDeleteCampaign.
NOTE: IfanAutomatedProcessesprocesswasattachedtoacampaign,GoldMineremovestheprocess
fromthedesignatedrecords.
Deleting Campaign Tasks

Usethefollowingproceduretodeleteacampaigntask.
3. ClickDeleteTasks.
Changing Campaign Task Properties

Usethefollowingproceduretochangeacampaigntasksproperties,
3. ExpandtheOpenfolderandselectatask.
4. ClickProperties.
Thespecifictaskdialogboxopens.
5. Changetaskpropertiesasneeded.
Using Constant Contact

GoldMineisabletoconnectwithanddownloadcontactrelatedcampaigninformationfromConstantContact.
YoumusthaveaccessandloginprivilegestoaConstantContactaccountbeforeyoucandownloadcampaigninformation.
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Downloading Campaign Information from Constant Contact

AnyonewithaConstantContactaccountisabletodownloadcampaigninformationwhichincludesasummaryofthe
campaigninformationandcampaignactivityrelatingtocontacts.
1. FromGoldMine,selectGoTo>Campaigns>ConstantContactCampaignstoopentheConstantContacttab.
Thefirsttimeyouloginthepagewillbeemptyasnocampaignshavebeendownloadedyet.
2. ClickConfiguretodisplaythedialog,entertheConstantContactUserNameandPassword,andclickLogin.
3. Asafirsttimeuseryouareaskedifyouwanttodownload.ClickYestoretrievealistofcampaignsinConstantContact.
Thismaytakeawhile.
Oncethedataisdownloaded,thedefaultviewdisplaysthe10mostrecentcampaigns.Viewmorecampaignsbyselectinga
differentvaluefromthechoicesavailableintheShow:dropdown.
ThelistcontainsbasicdataabouteachcampaignincludingtheDateSent,EmailName(thesubjectlineoftheemail)and
theLastDownload.Seethelistofcolumnsandthevaluesinthefollowingtable.
Column
Value
DateSent
ThedatetheCampaignwassent.
EmailName
ThenameoftheemailcampaignspecifiedinConstantContact.
Sent
Thenumberofpeopletowhomtheemailwassent.
Opens
Thenumberofpeoplewhoopenedtheemail.Statedasapercentageof
theSentcolumn.Includesanactualnumberwithinthebrackets.
Clicks
Thenumberofpeoplewhoclickedonalinkafteropeningtheemail.
StatedasapercentageoftheOpenscolumn.Includesanactualnumber
withinthebrackets.
OptOuts
ThenumberofpeoplewhoOptedOutofreceivinganymoreemails.
Forwards
Thenumberoftimestheemailwasforwardedtootherrecipientsusing
theForwardtoAFriendlink.
Bounces
Thenumberofemailaddressesontheoriginalcampaignlisttowhichthe
deliveryfailed.
LastDownload
ThelastdateandtimeCampaignactivitywasdownloadedfromConstant
ContactintoGoldMine.ThiscolumnwillbeemptyifHistoryhasnotbeen
downloadedforaCampaign.
Refreshing Campaign Information

ClickRefreshCampaignListtodownloadnewcampaignsandtoupdatesummaryinformation(butnottheHistory)forthe
numberofCampaignsselectedintheShow:dropdown,startingwiththemostrecent.
ClickDownloadActivitytodownloadCampaigndetailandupdateContactHistoryrecordsforaselectedCampaign.
IMPORTANT:DonotRefreshCampaignListorDownloadActivityforaConstantContactCampaign
frommultipletimezones,asthiswillcreateduplicateHistoryrecords.
View Campaign Information for a Contact

SelectaContact,thenselecttheHistorytabtoseealistofallcampaignssenttothecontact.
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SelectarecordfromtheHistorylisttoseedetailsaboutthecampaignactivityinthePreviewpane,includingwhichemail
address(AdditionalContact,orotherassociatedemailaddresses)receivedthiscampaign.Theemailaddresslistedlinksthe
campaignactivitytothisContact.ThishappenswhethertheemailaddressisaPrimaryorsecondaryemail,oranemail
addresslistedunderAdditionalContact.
IMPORTANT:InorderforConstantContactinformationtolinktoasinglecontact,andtowork
reliablyandpredictably,itisrecommendedthatyoudonotallowduplicateemailaddress.Formore
informationsee"DuplicateWarnings"onpage188and"DuplicateEmailAddresses"onpage190.
Code:displaysCCE(forConstantContactEmail).UseCCEtofilterHistoryforallConstantContactrelatedactivities.
Result:indicatesthelateststatusoftheemailasa3lettercode.Thefollowingtableshowsalistofcodes:
Code
Action
SNT
Sent:Acampaignemailwassent.
BNC
Bounce:Acampaignemailbouncedandwasnotreceived.
OPN
Open:Acampaignemailwasopened.
CLK
Click:Alinkwithintheemailwasclicked.
OUT
OptOut:Therecipientunsubscribedfromreceivinganyfurtheremails.Ifso,
ConstantContactwillnotsendemailstothiscontactinthefuture,evenif
theirnameappearsonanothercampaignlist.
FWD
Forward:TherecipientforwardedtheemailusingtheForwardtoaFriend
functionality.
AcampaignmayhavemultipleactionsassociatedwithitthatarelistedundertheResultscolumn.Forexample:ifacontact
wassenttheemail,openeditandclickedalink,openedit,thenopeneditagainandforwardedit,eachactionisrecordedas
aseparateline.So,youmayseethecampaignlistedmultipletimeswithadifferentcodefortheResult.
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Service Center
Overview
CasemanagementfunctionalityinGoldMinePremiumEditionprovidescustomerserviceagentstheabilitytocapture
servicerequests,thenfilterandaccessthedetailsofeachcase.Thecustomerservicecenterenablesyourentireservice
divisiontopursue,arrangeandfilterallservicerequestsandoptimizeworkflowthroughouttheday.
GoldMinePremiumEditioncasemanagementfeaturesallowyourserviceprofessionalstoassign,escalateandresolve
customerservicerequestsquicklyandefficiently.Quicklyaccesscustomerserviceissues,routethemtotheserviceagent
whocanbestsolvetheproblem,andkeepclientsinformedoftheirservicerequestprogress,allwithinyourcustomized
GoldMineenvironment.
YourGoldMineuserscannowacceptincomingcustomerservicerequestsfrommultiplesources,bealertedtoupcoming
andurgentcases,andgetdetailsforanyopenorclosedservicerequest.Individualagentsandcustomerservicemanagers
canfiltertheirdailycaseactivities,improvingworkefficiencyandenablingoptimalcustomercare.
Using the Service Center

UsetheServiceCentertoopenandtrackservicecases.
ToopentheServiceCenterfromthemainmenu,selectGoTo>ServiceCenter,orselecttheServicebuttonfromthemain
NavigationPanel.
TheServiceCenterwindowisdividedintotwosections;aListviewandaDetailview.
DoubleclickonacaseintheListviewandtheDetailsviewopens.
ClickonthebreadcrumblinkintheupperleftcorneroftheServiceCenterDetailsviewtoreturntotheListview.
Service Center List View

TheServiceCenterlistview(theupperportionofthewindow)consistsofthefollowingelements:
ASearchfieldforfindinganexistingcase.Selectthesearchfieldfromthedropdownmenu:
AToolbarwithbuttonsformanagingtheelementsintheListview(see"UsingtheServiceCenterToolbar(ListView)"on
page251)
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ACaseListdisplayingallexistingcasesinthedatabasedependingontheselectionsetintheToolbar
AnActivityandNotespanel
ASummaryofthespecifiedcase
Toswitchtothedetailview,doubleclickonacaseinthelist.Clickthechevronbutton
windowtoviewboththecaselistandcasedetailsinthemainwindow.
intherightportionofthe
Understanding the Case List (List View)

Thecaselistcanbesortedbyanyofitssetcolumns.Forexample:
Status:Currentstatus
Number:Casenumber
Subject:Subjectofcase
etc...
Understanding the Activities and Notes Panel

TheActivitiesandNotespanelcontainsthefollowingfields:
NextActivity:Displaysthenextactivityscheduledforthiscase
LastActivity:Displaysthelastactivityperformedforthiscase
LastNote:DisplaysthelastnotefromNotestabappliedtothiscase
Understanding the Case Summary (List View)

ThebottomportionoftheServiceCenterListViewwindowcontainsthefollowingfields:
CaseNumber:Auniquestringthatidentifiesanindividualcase
Company:Thenameofthecompanyassociatedwiththespecifiedcasenumber
Contact:Contactinformationforthecompanyassociatedwiththespecifiedcaseasalinkyouusercantonavigateto
theContactrecord.
Template:Selectthedesiredtemplateforthespecifiedcase.
Category:UserdefinedCategorytowhichthiscaseisassigned.CategoryisanF2LookupFieldandcanbesavedaspart
ofatemplate
Type:UserdefinedTypeforspecifiedcase.TypeisanF2LookupFieldandcanbesavedaspartofatemplate
Origin:UserdefinedOriginofspecifiedcase.OriginisanF2LookupFieldandcanbesavedaspartofatemplate
Priority:UserdefinedPriorityassignedtothespecifiedcase.PriorityisanF2LookupFieldandcanbesavedaspartofa
template
Offering(s):Userdefinedproductorserviceforthespecifiedcase.Offering(s)isanF2LookupFieldandcanbesavedas
partofatemplate
Subject:Abasicsubjectthatsummarizestheserviceissue
Description:Adetaileddescriptionoftheserviceissue
Status:Thecurrentstatusofthespecifiedcase.CanbeOpen,Assigned,orReassigned,orResolved
Owner:Theusertowhomthiscaseisassigned
Submitted:Thedateandtimewhenthiscasewascreated,expressedintheMM/DD/YYYYHH:MM:SSformat.MM/DD/
YYYYisthemonth,date,andyearwhenthecasewascreated,andHH:MM:SSisthehour,minute,andsecondwhenthe
casewascreated
Deadline:Thedatewhenthiscaseisscheduledtoberesolved,expressedintheMM/DD/YYYYformat,whereMMisthe
month,DDisthedate,andYYYYistheyear.ThedefaultvalueforthisfunctionissetintheCaseManagerPreferences
dialog
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Using the Service Center Toolbar (List View)
ThetoolbarintheServiceCenterListviewprovideselementsthatallowyoutoviewandmanagedetailsforcases.Open
newcasesandcreatecasetemplates,chooseviewingandgroupingoptions,reassign,escalate,andresolvecases.
NewCase/NewTemplate.Toopenanewcase,selectNewCasefromtheNewTemplate/NewTemplatedropdown
menu.
Print.CreatesaprintpreviewofthecurrentCaseontheCaseDetailstab(see"AbouttheCaseDetailsWindow(Detail
View)"onpage252).
Refresh.Updatesthepageinformation.
Delete.DeletesthecurrentlyselectedCase.
Show.TheShowmenuallowsyoutofiltertheinformationdisplayedinthecaselist.
Group.TheGroupmenuallowsyoutogroupcasesintheListview.
Reassign.TheReassignCasedialogboxallowsyoutoassignthespecifiedcasetoanotheruserorservicerepresentative.
Escalate.OpentheEscalateCasedialog,whereyoucanescalatethespecifiedcasepriority.
Resolve.TheResolveCasedialogboxallowsyoutomarkacaseasResolvedandenterresolutionnotesandanemail
notificationmessage.
Analyze.ClickthisbuttontoopentheCaseManagementAnalysisdialogboxwhereyoucanfilterperformancedataby
user.YoucanalsoexportthisinformationtoaMicrosoftExcelspreadsheetorMicrosoftWord.
Customize.ClickthisbuttontocustomizetheCaseManagersettings.
Service Center Detail View

TheServiceCenterDetailViewconsistsofthefollowingelements:
AToolbar,whichallowsyoutocreatenewcasesandtemplates,editthestatusofthespecifiedcase,andanalyzethe
specifiedcase(see"UsingtheServiceCenterToolbar(DetailView)"onpage251)
ACaseDetailswindow,whichincludesfieldsanddropdownmenusthatallowyoutoviewandmanagedetailsforthe
specifiedcase(see"AbouttheCaseDetailsWindow(DetailView)"onpage252)
ACaseManager,acustomizableworkspacewhereyoucanscheduleandmanageactivities,notes,tasks,andresources
forthespecifiedcase(see"UsingtheCaseManager(DetailView)"onpage253)
ToswitchtotheListview,usethechevronbuttoninthetoprightportionofthewindowwhen the Detail view is activated
in the Case Center List View
Using the Service Center Toolbar (Detail View)

TheServiceCenterDetailViewtoolbarprovidesthefollowingelements,whichallowyoutoviewandmanagedetailsforan
individualcase:
TheServiceCenterworkspacetoolbarconsistsofthesebuttons:
NewCase/NewTemplate.Toopenanewcase,selectNewCasefromtheNewTemplate/NewTemplatedropdown
menu.
Print.CreatesaprintpreviewofthecurrentCaseontheCaseDetailstab(see"AbouttheCaseDetailsWindow(Detail
View)"onpage252).
Refresh.Updatesthepageinformation.
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Delete.DeletesthecurrentlyselectedCase.
Reassign. ClickthisbuttontoopentheReassignCasedialogboxwhereyoucanassignacasetoanewservice
representative,orreassignanexistingcasetoanewservicerepresentative(see"ReassigningaCase"onpage264).
Escalate.ClickthisbuttontoopentheEscalateCasedialogboxwhereyoucanescalatethespecifiedcasepriority(see
"EscalatingaCase"onpage265).
Resolve.ClickthisbuttontoopentheResolveCasedialogboxwhereyoucanmarkacaseasResolvedandenter
resolutionnotesforthatcase(see"ResolvingaCase"onpage266).
Abandon.ClickonthisbuttontomarkaspecificcaseAbandonedandenterresolutionnotesforthatcase.
Templates.Selectfromdropdownmenu:
SaveasTemplate.OpentheManageCaseTemplatesdialogwiththeprevioussavedtemplate(see"CreatingaNew
Template"onpage262).
ManageTemplates.OpentheManageCaseTemplatesdialogwithpredefinedvaluesnotpopulated(see
"ManagingTemplates"onpage263).
Analyze.ClickthisbuttontoopentheCaseManagementAnalysisdialogboxwhereyoucanfilterperformancedataby
user.YoucanalsoexportthisinformationtoaMicrosoftExcelspreadsheetorMicrosoftWord(see"Creatinga
PerformanceReportforaCase"onpage267).
Customize. ClickthisbuttontocustomizetheCaseManagersettings(see"CaseManagerPreferences"onpage256).
About the Case Details Window (Detail View)

TheDetailWindowcontainsthefollowingdisplayfields,dropdownmenus,andF2Lookupfields,forviewingandmanaging
detailsofthespecifiedcase.
CaseNumber:Auniquestringthatidentifiesanindividualcase
Company:Thenameofthecompanyassociatedwiththespecifiedcasenumber
Contact:Contactinformationforthecompanyassociatedwiththespecifiedcaseasalinkyouusercantonavigateto
theContactrecord.
Template:Selectthedesiredtemplateforthespecifiedcase.
Category:UserdefinedCategorytowhichthiscaseisassigned.CategoryisanF2LookupFieldandcanbesavedaspart
ofatemplate
Type:UserdefinedTypeforspecifiedcase.TypeisanF2LookupFieldandcanbesavedaspartofatemplate
Origin:UserdefinedOriginofspecifiedcase.OriginisanF2LookupFieldandcanbesavedaspartofatemplate
Priority:UserdefinedPriorityassignedtothespecifiedcase.PriorityisanF2LookupFieldandcanbesavedaspartofa
template
Offering(s):Userdefinedproductorserviceforthespecifiedcase.Offering(s)isanF2LookupFieldandcanbesavedas
partofatemplateProduct/ServiceintheSaveasTemplatedialogbox.
Subject:Abasicsubjectthatsummarizestheserviceissueandcanbesavedaspartofatemplate
Description:Adetaileddescriptionoftheserviceissue
Status:Thecurrentstatusofthespecifiedcase.CanbeOpen,Assigned,Reassigned,Resolved,orAbandoned
Owner:Theusertowhomthiscaseisassigned
Submitted:Thedateandtimewhenthiscasewascreated,expressedintheMM/DD/YYYYHH:MMformat.MM/DD/
YYYYisthemonth,day,andyearwhenthecasewascreated,andHH:MMisthehourandminute,whenthecasewas
created
Deadline:Thedatewhenthiscaseisscheduledtoberesolved,expressedintheMM/DD/YYYYformat,whereMMisthe
month,DDistheday,andYYYYistheyear.ThedefaultvalueforthisfunctionissetintheCaseManagerPreferences
dialog(see"CaseManagerPreferences"onpage256).
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Using the Case Manager (Detail View)

TheCaseManagerisacustomizable,tabbasedworkspacewhereyoucanscheduleandmanageactivities,notes,tasks,and
resourcesforcases.ItislocatedatthelowerportionoftheServiceCenterDetailView.
Managing Case Manager Tabs

TheCaseManagercancontainanyofthefollowingfunctionaltabs,basedonyourselectionsinCaseManagerPreferences:
Pending
UsethefollowingbuttonstomanagetheinformationinthePendingtab.
Schedule:Openadropdownmenuwiththefollowingoptions:
Call:OpentheScheduleaCalldialog.
NextAction:OpentheScheduleaNextActiondialog.
Appointment:OpentheScheduleanAppointmentdialog.
LiteratureRequest:OpentheScheduleaLiteratureRequestdialog.
OtherAction:OpentheScheduleanOtherActiondialog.
Todo:OpentheScheduleaTododialog.
Event:OpentheScheduleanEventdialog.
Edit:Openadialogboxappropriateforeditingthespecifiedscheduledactivity.
Complete:Openadialogboxappropriateforcompletingthespecifiedscheduledactivity.
Delete:DeletetheactivitythatiscurrentlyselectedinthePendinglist.
Notes
UsetheCaseManagerNotestabtocreateandeditnotespertainingtoanindividualservicecase.
TocreateanewnotefromtheNotestab,selectAddNote.
Atextfieldwithatextformattingtoolbarappears.
Typeyourtext,applyformattingoptions,andselecttheyellowSaveiconatthefarleftofthetoolbartocreateanew
note.
Team
UsetheCaseManagerTeamtabtoadduserstoateamforthespecifiedcase.
Toaddteammembers,selectAddfromtheTeamtabwindow.
SelectaUserfromthedropdownmenu,andassignaRoleforthatuser.
Repeatthesestepstoaddmoreteammembers.
Toeditrolesforeachteammember,selectEditfromtheTeamtabwindow,edittheRolefield,andselectOK.
Todeleteteammembers,highlightauser,selectDelete,thenselectYesinthedialogthatappears.
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Tasks
UsetheCaseManagerTaskstabtocreateandassigntaskstousersforthespecifiedcase.
To Create a New task

SelectAddfromtheTaskstabwindow.
TheNewTaskdialogappearswhichcontainsthefollowingoptions.
Task
Typeanameanddescriptionforthetaskinthetextboxesprovided.
AssignTo
Assignthetasktoaparticularuser.
Time
ChooseaStartDateandEndDateusingthecalendardropdownmenus.
Ifdesired,setanAlarmbyselectingthecheckboxlabeledAlarm,andsetthetimeanddateintheprovideddrop
downmenus.
Options
SelectaColorcodeforthetask.
Typeorusethescrollup/downbuttonstonotethe%(Percentage)Completeofthetask.
To Edit an Existing Task

SelectEditfromtheTaskstab.
TheEditTaskdialogappears,whichisidenticaltotheNewTaskdialog.
MakedesiredchangestothetaskandselectOK.
To Complete an Existing Task

SelectCompletefromtheTaskstab.
TheCompleteTaskdialogappears.
Toscheduleafollowupactivity,selectthecheckboxlabeledScheduleafollowup,chooseanactivityfromthedrop
downmenu,andselectOK.
Ifyouchosetoscheduleafollowupactivity,theappropriatedialogboxwillappear.
Attachments
UsetheCaseManagerAttachmentsTabtoattachdocumentationsupportingaproblemorsolutionforthespecifiedcase
To Attach a Document or Link to the Case from the Attachments Tab

1. SelectAddfromtheAttachmentsTabwindow.
TheAddAttachmentdialogappears.
2. Dependingonthenatureofthedocumentyouwillattachorlinkto,selecteitherProblemorSolutionfromtheRelates
Todropdownmenu.
3. SelecteitherDocumentorLinkfromtheTypedropdownmenu.
4. TypethetitleofthedocumentorlinkintheTitlefield.
5. TypeaweborintranetlinkintotheLocationfield,orselectBrowsetonavigatetoadocumentonalocalornetwork
location.
6. ToviewanattacheddocumentfromtheAttachmentsTab,selectView.
Thedocumentwillopenwithinitsnativeapplication.
7. TodeleteanattacheddocumentfromtheAttachmentsTab,selectDelete,thenselectYesfromthedialogthatappears.
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Resolution
UsetheCaseManagerResolutionTabtoenterandmanagenotesandKnowledgeBasetopicssupportingtheresolutionof
thespecifiedcase.
To Add a New Note from the Case Manager Resolution Tab

1. SelectAddNote
Atextentryfieldappearsinthetabwindowwithatextformattingtoolbar.
2. Typeorpastetextforyournoteintothetextfield,andapplyanydesiredtextformatting
3. Whenfinished,selecttheyellowSaveiconontheleftofthetoolbar
Yournewnoteappearsinthetabwindow
To Search or Browse the Knowledge Base for Supporting Topics from the Resolution Tab
1. SelectSearchKnowledgeBasefromthetabwindow
TheKnowledgeBasewindowappearswithalltopicsortheresultsfromyoursearch.
2. Tobypasssearchoptionsandbrowsedirectlytoabook,folderortopic,selectCancelorenterthesearchtermsand
pressSearch.
TheKnowledgeBasewindowappears
3. Browsetothedesiredtopicusingthenavigationpanetotheleftandthepreviewpanetotheright
4. Withtheappropriatetopichighlighted,clickSelect
ThetopicisnowlistedintheResolutionTabwithahyperlinkandatitle
To Remove a Knowledge Base Topic from the Resolution Tab

1. SelectatopicfromtheRemoveKnowledgeEntrydropdownmenu
2. SelectYesinthedialogthatappears
History
WhenanActivityorTaskhasbeencompleted,itismovedfromthePendingorTasktabtotheHistorytab.Doubleclickan
activityortaskintheHistorytabtoviewadditionaldetailsaboutthehistoryofthatitem.
Contacts
TheContactstablistsallContactslinkedtothecurrentCase.
To Add a Contact to the Case

RightclickintheContactlistsectionandselectNewContact.Then,clicktheSearchbuttontotherightoftheCompanyfield
andselecttoLookupcontact(openstheContactSearchCenter)orCreateanewcontact(openstheNewRecorddialog
box)fromthemenu.
To Edit a Contact
SelecttheContactfromthelist,thenrightclickandselectDeletefromthemenu.
IMPORTANT:ThereisnoUndoorwarningpriortoselectingtheDeletecommand.
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Case Manager Preferences

TheCaseManagerPreferencesdialogallowsyoutocustomizethedatathatappearsintheCaseManager.
To Access the Case Manager Preferences

1. OpentheServiceCenterDetailView(seepage251).
2. SelectCustomizefromtheServiceCenterToolbar.
TheCaseManagerPreferencesdialogcontainsfourtabs:Options,ColumnSelection,TabSelection,andLabels.
Options
TheOptionstabcontainsthefollowingelements:
CaseNumberMask(see"AbouttheSetCaseNumberMaskDialog"onpage259)
DefaultFollowupInterval:Determinethedefaultinterval,indays,betweenthecase'screationdateandthedate
automaticallysetintheDeadlinefield(DetailView).Forexample,tosetadefaultintervalof7days,select7fromthe
dropdownmenu.ThisisthedatewhenthiscaseisscheduledtoberesolvedasdisplayedastheDeadlineintheCase
DetailsWindow(see"AbouttheCaseDetailsWindow(DetailView)"onpage252).
DefaultAssignment:Choosetheuser,ifany,thatcaseswillbeassignedtobydefault
DefaultTemplate:Choosethecasetemplate,ifany,thatallcaseswilldefaultto
PriorityList:Selectthetypesofcasesthatwillbeautomaticallybeaddedtoyourprioritylist
TIP:UsethePriorityListtocreateacustomfilterforcases.Forexample,todisplayonlyunreadcasesin
theServiceCenterforauser,selectonlythecheckboxforCasesUnreadintheOptionswindow,thenselect
MyPriorityListfromtheShowmenuintheServiceCentertoolbar.
ShowasanAlert:Selectthetypesofcasesthatwillautomaticallycreatealerts
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Column Selection
UsetheColumnSelectiontabtochoosethecolumnstodisplayintheCaseList
Tab Selection
UsetheTabSelectiontabtochoosethetabstodisplayintheCaseManager.
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ClicktheTabSelectiontabandselectfromthefollowingoptions:
NOTE: Foreachtabtitlelisted,cleartheassociatedcheckboxtohidetabfromview.
MoveUp.Repositionsthetab.SelectatabandclickMoveUp.Thetabmovesuponeposition.
MoveDown.Repositionsthetab.SelectatabandclickMoveDown.Thetabmovesdownoneposition.
Customizetablabelsglobally.Applieschangestoallusers.Selectthecheckboxifyouwantchangestoapplytoallusers.
Rename.Renamesthetab.SelectatabandclickRename.AttheEditTablabeldialogbox,typeinthenewtablabeland
clickOK.Thenewtabnameappears.
Reset.Returnthetabstodefaultorder.
Labels
UsetheLabelstabtochangethelabelsforthefieldsusedintheCasepropertiesdialogbox.
Tochangethefieldlabel,doubleclicktheNewLabelfieldthatcorrespondstotheDefaultLabel.Enteranewlabelandthen
clickOK.
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About the Set Case Number Mask Dialog

UsetheSetCaseNumberMaskdialogtosetupprotocolsforcasenumbersintheServiceCenter.
TheSetCaseNumberMaskdialogcontainsthefollowingelements:
APreviewfield:Previewyournumberingformatbasedonchoicesyoumakeinthesettingsareabelow
ASettingsareacontainingthefollowingfields,menus,andcheckboxes
Prefix:Specifyatextstringthatalwaysprecedesyouruniqueidentifiernumber.Alternately,touseanautomated
datestampasyourprefix(MMDDYYYY)selectthecheckboxlabeledUseTimestamp
Separator(1):Apunctuationmarkthatseparatesyourprefixanduniqueidentifiernumber
IdentitySeed:Anumericvaluedenotingthestartingpointforyouruniqueidentifiernumber
IdentityFormat:Thetotalnumberofdigitsinyouruniqueidentifiernumber.Thisnumbermusthaveatleast4
digitsandnomorethan10digits
Suffix:Specifyatextstringthatalwaysfollowsyouruniqueidentifiernumber.Alternately,touseanautomated
datestampasyourprefix(MMDDYYYY)selectthecheckboxlabeledUseTimestamp
Separator(2):Apunctuationmarkthatseparatesyouruniqueidentifiernumberandsuffix
Whenfinished,selectOKtosavechanges,orselectCanceltoexitthedialogwithoutsavingchanges.
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Creating a New Case

Usethefollowingproceduretocreateanewservicerequest(Case).
1. SelectGoTo>ServiceCenterorselectServicefromthemainNavigationPanel.
2. AttheServiceCenter,clickNewCase.
TheContactSearchCenterwindowopensprefilledwiththecurrentcontactrecord.
3. DoubleclickonacontactandthenclickSelect.
Ifyouhavemanyrecordslisted,usetheSearchcapabilityatthetopofthewindow.Formoreinformationonusingthe
ContactSearchCenter,see"SearchingforContactRecords"onpage208.
Tocreateacasefromanewcontact,clickNewContactandcompletetheNewRecorddialogbox.
TheServiceCenterwindowopensandthenewcaseappearswithasystemgeneratedcasenumberintheCase
Numberfield.Dependingonthecase,somefieldsalsomightbesystemgenerated.
4. Completeeachfieldbyclickingnexttothefieldandeitherenteringtextinthefieldboxorselectingvaluesbyclicking
thedownarrowonthebox.
NOTE: Astheuser,you(oryouradministrator)definethevaluesinthedropdownboxusingF2Lookup.If
youhavenotcreatedanyvalues,novalueswillappear.
5. ClickonthePendingtabandscheduleactivitiesasneeded.
FormoreinformationonthePendingtab,see"SchedulingActivities"onpage75.
6. ClickontheNotestabandthenclickAddNotes.
Typeanynotesyouhaveintheworkspace,asneededandthenclicktheSaveiconinthetopleftsideoftheNotes
workspace.
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7. ClickontheTeamtabandcompletetheteaminformationasneeded.
Toaddateammember,clickAdd.AttheAddMemberdialogbox,selectauserfromthedropdownboxandtype
8.
9.
10.
11.
12.
intheusersroleintheRolefield.
Toeditateammember,eitherdoubleclickontheteammemberorclickontheteammemberandclickEdit,and
thenmakethechanges.
Todeleteateammember,clickontheteammemberandthenclickDelete.
ClickontheTasktabandcompletethetaskspropertiesasneeded.
Toaddatask,clickAddandcompletetheNewTaskdialogbox.
Toeditatask,doubleclickonthetaskorselectthetaskandclickEdit.
TomarkataskComplete,clickCompleteandattheCompleteTask>Optionssection,selectortype100inthe%
completedfield.
Toprintatask,selectthetaskandclickPrint>Print.
Todeleteatask,selectthetaskandclickDelete.
ClickontheAttachmentstabandaddattachmentsasneeded.
Toaddanattachment,clickAddandcompletetheNewAttachmentdialogbox.
Todeleteanattachment,clickontheattachmentandclickDelete.
Toviewanattachment,clickView.
ClickontheResolutiontabtoaddresolutioninformationtothecase,asneeded.
Toaddanote,clickAddNoteandtypethenoteintheworkspace.
TosearchtheKnowledgeBase,clickSearchKnowledgeBase.
TodeleteaKnowledgebaseentry,clickRemoveKnowledgeEntry.
Whenanactivityortaskhasbeencompleted,itismovedfromthePendingorTaskstabtotheHistorytab.Clickonthe
Historytabanddoubleclickonanactivityortasktoviewadditionaldetailsaboutthehistoryofthatitem.
ClickontheContactstabtoviewthecontactsassociatedwiththiscase.
To Customize the New Record Tabs

Aftercompletingthenewrecord,customizethetabsfortherecord.Youcanhaveadditionaltabsonyoursystem.
TIP:Toviewthetabsthatareoffscreen,clicktheleftorrightarrowattheendofthetabs.
1. ClickonthePendingtabandcompletethedialogboxasneeded.
FormoreinformationonthePendingtab,seetheGoldMineUsersGuide.
2. ClickontheNotestabandthenclickAddNotes.
Typeanynotesyouhaveintheworkspace,asneededandthenclicktheSaveiconinthetopleftsideoftheNotes
workspace.
3. ClickontheTeamtabandcompletetheteaminformationasneeded.
Toaddateammember,clickAdd.AttheAddMemberdialogbox,selectauserfromthedropdownboxandtype
intheusersroleintheRolefield.
Toeditateammember,eitherdoubleclickontheteammemberorclickontheteammemberandclickEdit,and
thenmakethechanges.
Todeleteateammember,clickontheteammemberandthenclickDelete.
4. ClickontheTasktabandcompletethetaskspropertiesasneeded.
Toaddateammember,clickAddandcompletetheNewTaskdialogbox.
Toeditatask,doubleclickonthetaskorselectthetaskandclickEdit.
TomarkataskComplete,clickCompleteandattheCompleteTask>Optionssection,selectortype100inthe%
completedfield.
Toprintatask,selectthetaskandclickPrint>Print.
Todeleteatask,selectthetaskandclickDelete.
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Service Center 261
5. ClickontheAttachmentstabandaddattachmentsasneeded.
Toaddanattachment,clickAddandcompletetheNewAttachmentdialogbox.
Todeleteanattachment,clickontheattachmentandclickDelete.
Toviewanattachment,clickView.
6. ClickontheResolutiontabtoaddresolutioninformationtothecase,asneeded.
Toaddanote,clickAddNoteandtypethenoteintheworkspace.
TosearchtheKnowledgeBase,clickSearchKnowledgeBase.
TodeleteaKnowledgebaseentry,clickRemoveKnowledgeEntry.
7. Whenanactivityortaskiscompeted,itismovedfromthePendingorTaskstabtotheHistorytab.ClickontheHistory
tabanddoubleclickonanactivityortasktoviewadditionaldetailsaboutthehistoryofthatitem.
8. ClickontheContactstabtoviewthecontactsassociatedwiththiscase.
9. SavethiscasebyclickingontheSaveiconinthetoolbar.
Creating a New Template

TheTemplatefieldsarebasedontypicalservicecasecategoriesandprioritization.Forexample,atemplatemightbeused
whentheservicecallcenterlogsarequestfromacustomertorepairatelephonethatisunderwarranty.
Usethefollowingproceduretocreateanewtemplate.
1. AttheServiceCenter,clickthedownarrowonNewCase>NewTemplate.
2. TheEditTemplatedialogwindowopens.
3. AttheNewTemplateNamefield,typeanameforthenewtemplate.
4. SelectortypeorselectappropriateF2lookupfieldvalues(see"F2LookupLists"onpage109).
5. ClickSave.
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Managing Templates
Afteryouhavecreatedtemplates(see"CreatingaNewTemplate"onpage262),youcanusethefollowingprocedureto
manageyourtemplates(Clone,Edit,orDelete).
1. AttheServiceCenter,clicktheTemplatedownarrowandselectManageTemplates.
YoucanalsoaccesstheManageTemplatesdialogboxbyclickingNewCase>NewTemplateandthenclickingCancel.
The ManageTemplatewindowopens.
2. Selectthetemplatefromthelist.
3. Usethebuttonstotherightofthelistformakethefollowingchanges:
NewopenstheEditTemplatewithadefaulttemplatename.
EditopenstheEditTemplatedialogboxfortheselectedtemplate.
CloneopenstheEditTemplatedialogboxwiththeinformationfromthecurrentlyselectedtemplate,butwiththe
Newprependedtothenametomakeacopy.
Deletedeletesthetemplatefromthelistofavailabletemplates
4. MakeanydesiredchangesandthenclickSave.
Managing Cases
ReassigningaCase(seepage264)
EscalatingaCase(seepage265)
ResolvingaCase(seepage266)
AbandoningaCase(seepage267)
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Service Center 263
Reassigning a Case
Youcanreassignacasetoanotheruser.
Usethefollowingproceduretoreassignacase.
1. AttheServiceCenterwindow,atthetoolbar,clickReassign.
TheReassignCasedialogboxopensanddisplaystheselectedcase'suniquenumber.
2. Clickthe UsetheReassignTodropdownmenutoselectausertowhomyouwillreassignthecase.
Tonotifytheselecteduserofthereassignmentviaemail,makesuretheEmailNotificationcheckboxischecked,and
typeyourmessageintotheMessageboxprovided.
3. ClickReassigntoreassignthecaseorCanceltoexitthedialogwithoutreassigningthecase.
NOTE: AHistoryentrywillbecreatedfortheReassignmentaction.
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Escalating a Case
TheEscalatefunctionenablesyoutoescalateacasepriority.
Usethefollowingproceduretoescalateacase.
1. AttheServiceCenterwindow,atthetoolbar,clickEscalate.
TheEscalateCasedialogopensanddisplaystheselectedcase'suniquenumber.
2. ClicktheEscalateTodropdownmenutoselecttheusertowhomyouwillescalatethecase.
Tonotifytheselecteduseroftheescalationviaemail,makesuretheEmailNotificationcheckboxischecked,andtype
yourmessageintotheMessageboxprovided.
3. ClickEscalatetoescalatethecaseorCanceltoexitthedialogwithoutreescalatingthecase.
NOTE: AHistoryentrywillbecreatedfortheEscalationaction.
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Service Center 265
Resolving a Case
Afteracaseisresolved,itisremovedfromthelistofactivecases.
Usethefollowingproceduretoresolveacase.
1. AttheServiceCenterwindow,atthetoolbar,clickResolve.
TheResolveCaseDialogopens.
2. IntheNotesfield,enterinformationabouttheresolutionofthecase.
3. TonotifytheselectedContactfromtheCaseoftheresolutionviaemail,checktheEmailNotificationboxandtype
yourmessageintotheAddMessagebox.TheCreateEmailwindowappears.
4. EnteraResolutionType,orselectonefromthelookuplist.
5. Toattachanarticletothecase,clicktheSearchKnowledgeBasebutton.AttachedarticlearelistedintheArticles
section.
6. Ifyouwanttoincludeanyattachment,checktheboxnexttotheitemintheAddAttachmentsection.
NOTE: Whenresolvingacase,theServiceCenterdoesnotsendtheKnowledgeBasearticletothe
customer.
7. Whenfinished,clickResolve,orselectCanceltoexitthedialogwithoutresolvingthecase.
NOTE: AHistoryentrywillbecreatedfortheResolvingaction.
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Abandoning a Case
UsetheAbandonCasedialogtochangethestatusofacasetoAbandonedandremoveitfromtheactivecaselist.
1. FromtheServiceCenterListView,selectAbandonCasefromthetoolbar.TheAbandonCaseDialogopens:
2. IntheNotesfield,enterinformationabouttheabandonedcase.
3. Tonotifyotherusersoftheabandonedcaseviaemail,checktheEmailNotificationboxandtypeyourmessageinto
theAddMessagebox.
4. Whenfinished,clickAbandon.
Creating a Performance Report for a Case

Usethisproceduretofilterperformancedatabyuserandcreatereports.
1. AttheServiceCenterwindow,atthetoolbar,clickAnalyze.
TheCaseManagementAnalysis dialogboxopens.
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Service Center 267
2. Atthe ForUser(s)dropdownbox,selectwhichuser(s)toincludeinthereportbyselectingcheckboxesinthedrop
3.
4.
5.
6.
7.
8.
downmenu
ChooseadaterangeforthereportintheViewFromandtofields.
Sorttheresultingdatabyanyofthesixcolumns:
User
#Assigned.Thenumberofactivecasescurrentlyassignedtothisuser.
#Escalated.Thenumberofactivecasesescalatedtothisuser.
#Abandoned. ThenumberofcaseschangedtoAbandonedstatusbythisuser.
#Resolved.ThenumberofcaseschangedtoResolvedstatusbythisuser.
%OnTime.Thepercentageofcasesresolvedbeforedeadlinebythisuser.
ClickRefreshtorefreshresultsafterenteringnewcriteria.
ClickExporttotoexportyourreporttoeitheraMicrosoftWordorMicrosoftExceldocument.
ClickPrinttoprintahardcopyofyourreporttoalocalornetworkprinter.
ClickClosetoclosetheCaseManagementAnalysisdialogwindow.
TIP:SeetheGoldMineAdministratorsGuideforinformationaboutcustomizinghowdataappearsinthe
CaseManager.
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Customizing Service Center Tabs

YoucancustomizetheServiceCentertabstoyourparticularneeds.Youcanaddordeleteatab,rearrangetheorderin
whichtheyappearorrenamethetabs.
1. AttheServiceCenter,inthetabsarea,clickthemoretabwhichappearsleftofthetabs.
Alistofthetabsappears.
2. ClickCustomize.
TheDisplayTabsdialogboxopens.
3. Selectfromthefollowingcustomizethetabs:
Toaddatab,clickthecheckboxnexttothetabandacheckappearsintheboxandthenclickOK.Thetabisadded.
Todeleteatab,clickthemarkedcheckbox.Thecheckdisappears.ThenclickOK.Thetabisdeleted.
Torearrangetheorderofthetabs,selectthetabandclicktheMoveUporMoveDownandthenclickOK.Thetabs
orderchanges.
Torenameatab,selectthetabandclickRename.TypethenewnameinthedialogboxandclickOK.Thenew
nameappearsonthetab.TomakethischangeglobalthroughoutGoldMine,clickCustomizetablabelsglobally.
Toabandonthechanges,clickResetandthenclickOK.Theoriginaltabsandtaborderappear.
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GoldMine User Guide
Knowledge Base
Overview
TheKnowledgeBaseprovidesaresourceformaintaininganytypeofinformationusefultoanorganizationoranindividual.
Itcanprovideeasilyaccessiblestorageforgraphics,multimediafiles,and/orprogramapplications.Thisinformationcan
thenbelinkedtoacontactrecord(displaystherecordwheneveryouaccessthattopic).
TheKnowledgeBaseconsistsoftheKnowledgeBase,andthePersonalBase.Configurethemtopresentnewlyadded
informationtotheuser,controluserreadingandupdatingprivileges,andsearchforspecificentriesbasedonuserdefined
criteria.Topicpagesarearrangedinoutlineformat.Locateinformationbynavigatingthroughdifferentsections,conducting
asearch,oropeningalinkedfile.
KnowledgeBasematerialisstoredintheInfoMinetable.
UserswithMasterRightscansetupuseraccesstotheKnowledgeBase;eachconnectedusercansetupinformationinhis
orherPersonalBase.
Accessing the Knowledge Base

UsethefollowingstepstoaccesstheKnowledgeBase.
1. SelectGoTo>KnowledgeBase,orselectKnowledgeBasefromthemainnavigationpane.TheKnowledgeBase
windowappears.
2. UsetheKnowledgeBasetoolbartonavigateandmanage.
3. Viewinformationbyselectingatab:
KnowledgeBase.Maintainsinformationcreatedby,for,andaboutanorganizationandavailabletomultipleusers.
Dependingonrights,alluserscanpotentiallyviewallKnowledgeBasetopics.However,onlyuserswithMaster
Rightscanadd,edit,ordeleteKnowledgeBaseitems.
PersonalBase.Maintainsinformationusefultoanindividualuserthatonlytheusercanviewandupdate.Theonly
waytoaccessaPersonalBaseistologintoGoldMineastheuserwhocreatedthePersonalBase.
4. Create,edit,andsearchtheKnowledgeBase.Setsecurityandnotificationforusers.
5. Createandedittopictextandlinkedfiles.SeeAddingHTMLTexttoKnowledgeBaseTopics(seepage273)andAdding
AttachmentstoKnowledgeBaseDocuments(seepage274).
6. ClickXtoclose.
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Knowledge Base 271
Knowledge Base Toolbar
AddsabooktotheKnowledgetree.
Addsafoldertotheselectedbook.
Addsatopictotheselectedbookorfolder
DisplaystheTopicorSectionPropertiesdialogboxfortheselecteditem.
DisplaystheAttachFiletaboftheTopicorSectionPropertiesdialogbox.
Deletestheselecteditem.
DisplaysaTableofContentsinthelowerrightpaneoftheselectedbook.
DisplaystheSearchdialogboxandallowsyouentersearchterms.
Launchesattachments,graphics,orotherapplications.
Creating and Editing Knowledge Base Books, Folders, and Topics

OrganizeinformationintheeitherKnowledgeBaseorPersonalBasebycreatinghighlevelbooks,internalfolders,and
pagestoaddressindividualtopics.
To Create Knowledge Base Books, Folders and Topics

1. SelectGoTo>KnowledgeBase,orselectKnowledgeBasefromthemainnavigationpanel.TheKnowledgeBase
windowopens.
2. Tocreateabook,clicktheNewBooktoolbaricon
Atthe<newbook>intheleftpaneunderKnowledgeBase,typeaname.ClickintherightpanetoaddHTMLtextor
clicktheAttachafiletoolbaricontoaddanattachment.
AddingtextorattachmentsatthebooklevelispossiblebutwillinterferewithabooklevelTableofContents.Addinga
TOCreplacesthetextonthebook,folder,ortopic.
3. Toaddafolder,highlightthebooktowhichyouwanttoaddthefolderandclicktheNewFoldertoolbaricon.Thenew
folderappearsundertheselectedbook.Typeinthenameofthefolder.ClickintherightpanetoaddHTMLtextorclick
theAttachafiletoolbaricontoaddanattachment.
4. Toaddatopicpage,highlightthebookorthefoldertowhichyouwanttoaddthetopicandclicktheNewTopicPage
toolbaricon.Thenewpageappearsundertheselectedbookorfolder.Typethenameofthetopic.
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Adding HTML Text to Knowledge Base Topics

UsethecapabilitiesofHTMLtocreatepagesintheInfoCenter.
Theinformationprovidedhereisspecificallyforthetopiclevel,butisapplicableattheBookandFolderlevels.
To Add HTML Text to a Knowledge Base Topic

1. IntheKnowledgeBasewindow,clicktherightpane.
AblinkingcursorandtheHTMLtoolbarappear.
2. Typetheinformationintothepage,orcopyandpasteitinfromothersources.
3. Rightclickthetextpaneandusethelocalmenuoptionstoformatyourdocumentanaddfeatures.
TheHTMLletsyouformatthetextinapleasingdisplayandaddInternethyperlinksandgraphics.
4. ClickSave.
Knowledge Base Topic Text Local Menu

ToopentheKnowledgeBasetopiclocalmenu,rightclickintherightpaneoftheKnowledgeBasewindow.
Themenuoptionsare:
Save.Savesthepageyouhavecreated.
Cut.Cutsthehighlightedtext.
Copy.Copiesthehighlightedtext.
Paste.Pastescopiedtexttothelocationoftheblinkingcursor.
Delete.Deleteshighlightedtext.
SelectAll.Selectsallthetextonthepage.
Font.Setsthefontstyle,type,andsize.
Paragraph.Setstextalignmentonthepage.
Style.Setsthetextstyle,includingformat,heading,definitions.
Insert.Selectthefollowing.
InsertPicture.SelectthisoptionandthePicturedialogboxopens.Browsetoasavedfileortypethehyperlinktoa
webbasedpicture.
InsertLink.SelectthisoptionandtheHyperlinkdialogboxopens.SelectthefiletypetolinkandtypetheURL.
SpellCheck.SelectthisoptionandtheCheckSpellingdialogboxopens.
SaveasFile.SavestheHTMLpageyoucreatedasaseparatefile.
Print.Printsthepage.
EditHTMLSource.TogglesthedisplayfromyourformattedWYSIWYGtoHTMLsourcecode.Editthedocumentinthe
HTMLsourcecode.
WYSIWYGmeansWhatYouSeeIsWhatYouGet.AWYSIWYGdisplayallowsyoutoseeonthescreenexactlywhatwill
appearwhenthedocumentisprinted.
HTMLmeansHyperTextMarkupLanguage.TheauthoringlanguageusedtodefinethestructureandlayoutofaWeb
documentbyusingavarietyoftagsandattributes.)
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Knowledge Base 273
Adding Attachments to Knowledge Base Documents

AttachexistingdocumentstoKnowledgeBasetopicstomaintainsuchspecializeddocumentsascontracts,pricecharts,and
invoiceformsinotherapplicationsandlaunchthemfromInfoCenter.Attachmentscanalsobeotherapplications.
To Add an Attachment to a Knowledge Base Document

1. Selectthebook,folder,orpagetowhichtoattachafile.
2. RightclickandselectAttachfile.
3. TheAttachedFiletaboftheTopicPropertiesdialogboxopens.
4. IntheAttachedfilefield,typeorbrowsetothelocationofthefiletoattach.
Ifattachinganapplication,browsetothe.exefilefortheprogram.
5. SelectSynchronizethefiletoincludetheattachmentwhentheKnowledgeBaseinformationissynchronizedtoremote
users.
6. ClickOK.
ThepathtotheattachedfileappearsontherightoftheKnowledgeBasetoolbarandtheLaunchAttachedFilebutton
isactive.
7. Toopentheattachedfileorapplication,clickthebutton,orrightclickandselectLaunch.
Searching the Knowledge Base from the Resolution Tab

TheKnowledgeBase,whenputtofulluse,canbecomealargedatabaseofsharedknowledge.Inordertolocateparticular
piecesofinformation,performasearchoftheKnowledgeBasefromtheCaseManagerResolutionTab(see"Managing
CaseManagerTabs"onpage253).
To Search the Knowledge Base from the Resolution Tab

1. IntheSearchFortextbox,typethewordorphrasetosearch.
NOTE: Thedropdownlistincludespreviouslysearchedterms.
2. IntheSearchScopearea,select:
KnowledgeBase:SearchtheentireKnowledgeBase
Lastpagesfound:Searchtopicsretrievedbyprevioussearch.
SelectMatchwholewordsonlytomatchtheentireword.
SelectMatchcasetomatchtheupperandlowercaseofaword.
3. IntheSearchArea,selecttheareasyouwillsearchin:
Keywords:KeywordsaddedtotheTopicProperties.
Topicname
Foldername
Filenames:Attachedfiles.
Topictext:Textwithinthetopics.
4. ClickSearch.TheSearchforstatuswindowappears.Zeroindicatesnomatchingtopics.Ifmatchingtopicsarelocated,a
SearchResultstabisadded,displayingthemintheleftpane.
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Outlook Integration
Overview
GoldMinesintegrationwithMicrosoftsOutlookaddsthecontactmessagelinkingandhistorytrackingfeaturesin
GoldMine'sEmailCentertoMicrosoftOutlookusers.TheinstallationalsoaddsaGoldMinemenuandtoolbartoOutlooks
mainwindowandaGoldMineNavigationpaneltothestandardOutlookNavigationpane.
TIP:Foradditionalinformationregardingsetupandconfiguration,referto"OutlookIntegration
Administration"intheGoldMineAdministratorGuidePDForintheOnlineHelp.
NOTE: TheGoldMineOutlookIntegrationmustbeconfiguredbeforetheintegrationiscompleteand
readytouse.Formoreinformation,see"SetupGoldMineOutlookIntegration"intheGoldMine
AdministratorGuidePDForintheOnlineHelp.
GoldMinesOutlookIntegrationenhancementsallowyouto:
Configuresettings.
SelectfromGoldMineAddressBookwhensendingemailmessages.
ViewGoldMinecontactdatawhileworkinginOutlook.
ManuallylinkorautomaticallylinkmessagestoexistingGoldMineContactRecords.
FilelinkedmessagestoafolderintheGoldMineEmailCenter.
UnlinkmessagesfromGoldMineContactRecords.
CreateaContactRecordbasedonanOutlookmessage,andthenlinktheselectedemail.
DisplayinformationaboutGoldMineIntegrationServicesforMicrosoftOutlook.
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Outlook Integration 275
GoldMine Enhancements to Outlook

TheGoldMineAddinmakesmanyenhancementstoMicrosoftOutlookforintegrationwithGoldMine.Belowisalistof
someoftheseenhancementsforeachofthefollowingOutlookcomponents.
Outlook Mail
LinkingEMailMessages(seepage283)
SendingEMailMessages(seepage285)
CreatingaGoldMineContactRecordfromanOutlookMessage(seepage287)
Outlook Calendar
ScheduleaCalendarActivity(seepage289)
Outlook Contacts
SearchforContactinGoldMinetoAssociateanEMailAddress(seepage290)
CreateaNewGoldMineContactfromtheOutlookContact(seepage291)
ManageGoldMineCustomerContacts(seepage292)
Outlook Tasks
CreateaTaskinOutlook(seepage292)
CreateandLinktoaNewGoldMineTask(seepage292)
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GoldMine Outlook Overview

WhenyouinstallGoldMinewiththeGoldMinePlus!ForMicrosoftOutlookoption,manyenhancementsaremadeto
Outlook.TherearethreemaincomponentsthatvisuallychangeOutlook.
GoldMineOutlookNavigationButtons
GoldMineOutlookPanel
GoldMineToolbar
GoldMine Outlook
Navigation Buttons
and Preview Window
GoldMine
Outlook
Panel
About the GoldMine Toolbar

TheGoldMinetoolbarisaddedtoOutlookwiththeGoldMinePlus!ForMicrosoftOutlookaddin.Therearethreebuttons
onthistoolbar.
SetupGoldMinePlusopenstheSetupGoldMinePlusforMicrosoftOutlookdialogbox.
LaunchGoldMineopenGoldMineandbringsittothetopofanyotherwindowsopen.
DisconnectFromGoldMinedisablestheintegrationfunctionalityandthebuttontextchangestoConnecttoGoldMine.
ClickthisbuttonagaintoreconnectOutlookandGoldMine.
GoldMine User Guide
About the GoldMine Outlook Navigation Buttons

TheGoldMinePlus!ForMicrosoftOutlookaddinaddstheGoldMineOutlookNavigationButtonsbelowthestandard
OutlookbuttonsintheNavigationPane.TheGoldMineOutlookNavigationButtonslistalsocontainsaPreviewWindowat
thetopofthebuttons.ThecontentofthePreviewWindowchangesdependingonwhichGoldMineOutlookNavigation
Buttoniscurrentlyactive.
Preview Window
GoldMineContactsdisplaysalistofrecentlyviewedContactsinthePreviewWindow,withactivelinkingtotheselect
ContactrecordontheGoldMineContacttab.
GoldMineActivitiesdisplaysalinkinthePreviewWindowtolaunchtheActivityListtabinGoldMineinthePreview
Window.
GoldMineCalendardisplaystheGoldMinemonthlyCalendarinthePreviewWindow.
GoldMineOpportunitiesdisplaysalistofrecentlyviewedOpportunitiesinthePreviewWindow,withactivelinkingto
theselectedOpportunityontheGoldMineOpportunitiestab.
GoldMineProjectsdisplaysalistofrecentlyviewedProjectsinthePreviewWindow,withactivelinkingtotheselected
ProjectontheGoldMineProjectstab.
GoldMineCampaignsdisplaysalistofrecentlyviewedCampaignsinthePreviewWindow,withactivelinkingtothe
CampaignintheGoldMineCampaignManagementCenter.
GoldMineServicesdisplaysalistofrecentlyviewedCasesinthePreviewWindow,withactivelinkingtotheselected
CaseintheGoldMineServiceCenter.
GoldMineLeadsdisplaysalinkinthePreviewWindowtolaunchtheGoldMineLeadsManagementCenter.
GoldMineKnowledgeBasedisplaysalistofallrecentlyviewedBooks,Folders,and/orPagesinthePreviewWindow,
withactivelinkingtotheselecteditemontheGoldMineKnowledgeBasetab.
GoldMineDashboarddisplaysalinkinthePreviewWindowtolaunchtheGoldMineDashboardstab.
GoldMine User Guide
To Hide/Show the GoldMine Outlook Navigation Buttons

Thisprocedureissimilartohiding/showingtheGoldMineOutlookPanel(see"ToHide/ShowtheGoldMineOutlookPanel"
onpage282),butthisprocedurehidestheGoldMineOutlookNavigationButtonslocatedbelowthestandardOutlook
buttons.
1. OntheOutlookNavigationpane,locatethehorizontaldividingbarbetweentheOutlookandGoldMineNavigation
buttonpanels.
The Show/Hide
button before and
after collapse.
2. ClicktheShow/HidebuttonatthecenterofthedividingbartocollapsetheGoldMineOutlookNavigationbuttons.
Whencollapsed,theShow/HidebuttonmovestothebottomoftheOutlookNavigationbuttons.
3. ToExpandtheGoldMineOutlookNavigationButtons,clicktheShow/Hidebuttonagain.
To Add/Remove GoldMine Outlook Navigation Buttons

1. AtthebottomrightcorneroftheGoldMineOutlookNavigationPane,clicktheConfigurebuttonsmenubuttontoview
themenuoptions.
2. SelectNavigationPaneOptionsfromthemenu.
GoldMine User Guide
3. ChecktheboxnexttotheGoldMineNavigationButton(s)thatyouwanttodisplayinthepane.
4. Ifyouwanttochangetheorderofthebuttons,usetheMoveUpandMoveDownbuttonstomovethebuttons
accordingly.
To Show More or Fewer GoldMine Outlook Navigation Buttons

ThebuttonsthatappearintheGoldMineOutlookNavigationButtonslistaresetbyaddingorremovingthemfromthelist
(see"ToAdd/RemoveGoldMineOutlookNavigationButtons"onpage279).TheseGoldMineOutlookNavigationButtons
areeitherexpandedinthelistorcollapsedbelowthelist.
NOTE: Youcanonlyshowasmanybuttonsaswillfitinthedefinedarea.
Ifyouwanttochangehowmanybuttonsareexpanded/collapsed,clicktheConfigurebuttonsmenubuttontoviewthe
menuoptionsandthenchooseeitherShowMoreButtonsorShowFewerButtonsfromthemenu.
GoldMine User Guide
About the GoldMine Outlook Panel

TheGoldMineOutlookpanelisaddedtotheMail,Calendar,Contacts,Tasks,andNoteswindowsinOutlook.Thispanelis
addedtotherightoftheOutlookThecontentofthispanelcanonlydisplaymessagesandcontactinformation.Insome
windows,thereareleft/rightarrowsbuttonsatthetopofthepanelthatallowyoutochangetheinformationdisplayofthe
panel.
Itthefollowingexample,aselectedGoldMinetasktomakeacallisselectedintheOutlookCalendar.TheGoldMine
OutlookPaneldisplaysthedetailsforthecalltotherightoftheCalendar.
GoldMine User Guide
To Hide/Show the GoldMine Outlook Panel

TheShow/HidebuttonfortheGoldMineOutlookPanelislocatedinthecenteroftheverticalbarseparatingtheOutlook
CalendarandtheOutlookGoldMinePanel.Thisprocedureissimilartohiding/showingtheGoldMineOutlookNavigation
Pane(see"ToHide/ShowtheGoldMineOutlookNavigationButtons"onpage279),butthisprocedurehidestheGoldMine
PanellocatedontherightportionoftheOutlookwindow.
1. OntheOutlookMail,Calendar,Contacts,Tasks,orNotespane,locatetheverticaldividingbarbetweentheOutlookand
GoldMinepanels.
2. ClicktheShow/HidebuttontocollapsetheGoldMineOutlookPanel.
Whencollapsed,theShow/HidebuttonmovestotherightoftheOutlookpanel.
3. ToExpandtheGoldMinepanel,clicktheShow/Hidebuttonagain.
GoldMine User Guide
Outlook Mail
TheOutlookIntegrationaddsseveraloptionsandenhancementstothecompositionofmessagesinOutlook.Amongthese
optionsaretheabilitytolinkamessagetoaGoldMinecontact,createaContactbasedonamessage,andviewingthe
ContactRecorddetailsforalinkedmessage.
NOTE: WhenOutlookscomposemessagewindowisopenedfromwithinGoldMinebyclickingona
hyperlinkinsideofGoldMineorbyusingtheAction>SendOutlookMessageoption,anemailislinkedto
acontactonlyifacorrespondingAutolinkingsettingoramanuallinkingfeatureofGoldMineOutlook
Integrationisused.Formoreinformation,see"ToSetupAutoLinkingofMessagestoContactRecords"
and"SetOutlookasDefaultEmailApplicationforGoldMine"intheGoldMineAdministratorGuidePDFor
intheOnlineHelp.
Notes About Sorted E-mail Folders

GoldMinesupportsadrilldowncapabilitywhensearchingyouremailfolders.Forexample:ifyousortyourInboxby
sender(From),youcantypethefirstletterofasendersnametojumptothefirstmessagefromthatsender.So,ifyou
enterVandthenenterI,asearchwillbemadeforemailsfromVI.ToswitchfromV'toI,youmustpressthe
ESC keyafterselecting'V'.Thereafter,select'I'andthecursorwillbepositionedonthefirstemailbeginningwithIor
thenextletter,ifnonebeginwithI.
Foradditionalinformation,refertothefollowingtopics:
LinkingEMailMessages(seepage283)
SendingEMailMessages(seepage285)
CreatingaGoldMineContactRecordfromanOutlookMessage(seepage287)
Linking E-Mail Messages

AnemailmessagecanbelinkedtoaGoldMineContactrecordeitherduringcompositionorfromamessageinoneofyour
Outlookfolders(Inbox,SentItems,Drafts,etc.).NewmessagesarelinkedusingtheLinkthisemailtodropdownlistand
existingmessageshaveoptionsintheGoldMinepanelfortheselectedmessage.
Foradditionalinformation,refertothefollowingtopics:
ToSearchforaGoldMineContacttoAssociateanEmailAddress(seepage284)
ToManuallyLinkMessagestoaGoldMineContact(seepage284)
ToLinkMultipleMessages(seepage284)
ToUnlinkanEMailfromaGoldMineContact(seepage285)
GoldMine User Guide
To Search for a GoldMine Contact to Associate an E-mail Address

IfyouwanttosearchforaContacttoassociateanexistingemailaddress,followthestepsbelow.
1. SelectanunlinkedemailfromtheOutlookInbox.
UndertheSendersandRecipientspane,theTo:andFrom:emailaddressesdisplay.
2. ClickeithertheTo:orFrom:emailaddressintheSendersandRecipientspane.
IfyouclickFrom:
ClicktheSearchfor<ContactName>inGoldMinetoassociatetheemailaddresslinkinthepanelbelow.
IfyouclickTo:
ClicktheSearchforacontactinGoldMinetoadd<xxx@xxx.xx>asitsemailaddresslinkinthepanelbelow.
TheContactSearchAssociateEmailAddressdialogboxdisplays.
3. YoucanaccepttheprefilledvalueorenterthefullorpartialcontactnameintheFindValuetextbox.
4. ClicktheSearchbuttontosearchforacontactwiththatvalue.
NOTE: Ifyoursearchreturnsnoentries,youcanclicktheCreatebuttontoopentheNewGoldMine
CompanyandContactdialogboxtocreateanewcontacttolinktheemail.
5. SelectthedesiredrecordfromthesearchresultsandtheclicktheLinkbutton.
IMPORTANT:IfyouassociateanemailaddresstoaContactRecordthatalreadyhasanemail
addressassociatedtoit,amessageappearsaskingyoutoreplaceitwiththenewone.ClickingYes,
wellreplacetooldemailaddressfortheContactRecordandmovethepreviousemailaddressasa
secondaryaddress.ClickingNo,assignsthenewemailaddressasasecondaryaddresstothelistof
addressesforthecontact.
To Manually Link Messages to a GoldMine Contact

WhenyoureceiveanemailinOutlookthatisnotlinkedautomatically,youcanmanuallylinkthemessagetoaGoldMine
Contact.
1. SelectthemessageyouwanttolinktoaGoldMinecontact.Themessagecanbeinanyofyouremailfolders(Inbox,
SentItems,JunkEmail,etc.)
IftheemailaddressisnotassociatedtoaGoldMineContactrecord,youcancreateanewContactRecord(see
"CreatingaGoldMineContactRecordfromanOutlookMessage"onpage287)andthenlinkthemessagetothe
ContactbyclickingtheLinkMessagemenubuttonatthetopoftheGoldMinepanel.Youcanalsosearchfora
Contacttolinkthemessage.
IftheemailaddressisassociatedtoaGoldMineContactrecord,GoldMinewilldisplaytheContactrecordinthe
LinkMessagedropdownmenutoallowyoutolinktothatContact.YoucanalsosearchforadifferentContactto
linkthemessage.
2. IntheGoldMinepane,clicktheLinkMessageiconandselectLinkMessageToGoldMineContactfromthemenu.
To Link Multiple Messages

YoucanlinkmultiplemessagestoaContactbypressingtheCT RL keyonthekeyboardandthenselectingmultiple
messages.Afterselectingallthemessagesthatyouwanttolink,clicktheLinkAllSelectedMessagesToicon.Thenselect
fromthefollowingdropdownmenuoptions:
NOTE: YoumusthaveaGoldMineContactassociatedwiththeemailaddresstolinkmessages(see
"CreatingaGoldMineContactRecordfromanOutlookMessage"onpage287).
Linkselectedmessagesto<Contact>
LinkSelectedEmailstotheirandselecteitherSenderorFirstRecipientfromthesubmenu.
GoldMine User Guide
To Unlink an E-Mail from a GoldMine Contact

IfyoudonotwantthemessagelinkedtothecurrentContact,youcanunlinkthemessage.
1. InOutlook,selectthelinkedmessageyouwanttounlink.
2. IntheGoldMinePanel,clicktheUnlinkThisEmailFromicon.
3. ThemessageisunlinkedandisnowavailabletolinktootherContacts.
NOTE: YoucanalsoclicktheLinktoiconandselectSearchForGoldMineContacttoRelinkMessageTo
tounlinkthemessageandthenrelinkittoadifferentContactinGoldMine.
Sending E-Mail Messages

SendingemailwithGoldMinesOutlookAddinaddsenhancedfunctionalitytothecompositiondialogbox.Youcanchoose
tolinktheemailtoaGoldMineContactanduseaGoldMinetemplatetohelpcreatethemessageofyouremail.
ToLinkaNewMessagetoaGoldMineContact(seepage285)
ToSearchforaContactRecord(seepage286)
ToSelectaRegardingOptionforaNewMessage(seepage286)
ToUseanEMailTemplateforaNewMessage(seepage287)
To Link a New Message to a GoldMine Contact

Whencomposinganewemail,youcanchoosetolinkthemessagetotheactiveContact,searchforaContact,ornotlink
themessage.TheseoptionsareavailableintheLinkthisemailtodropdownlistabovethebodyofanewmessage.
NotLinkedallowsyoutocomposeanemailwithoutlinkingittoaGoldMineContactrecord.
<ContactName>linkstheemailtothecurrentlyactiveContactrecordinGoldMine.
SearchforacontactopenstheContactSearchdialogboxtosearchtheGoldMineContactrecorddatabase(see"To
SearchforaContactRecord"onpage286).YoucanonlysearchforandlinktheemailtooneContactrecord.
NOTE: ForinformationaboutautomaticallylinkingmessagestoGoldMineContacts,see"ToSetupAuto
LinkingofMessagestoContactRecords"intheGoldMineAdministratorGuidePDForintheOnlineHelp.
GoldMine User Guide
To Search for a Contact Record

TheContactSearchdialogboxappearswhenyouselecttheSearchforacontactoptionfromtheLinkthisemailtodrop
downmenuduringnewemailmessagecomposition(see"ToLinkaNewMessagetoaGoldMineContact"onpage285).
1. SearchforaContactRecord
EnterthefullorpartialcontactnameintheFindValuetextboxandthenclicktheSearchbutton.
2. SorttheResults
Clickthecolumnheadertosorttheresultsalphanumericallybythatcolumn.
Dragthecolumnheaderintothespaceabovethesearchresultslist.Toreturntotheunsortedresultslist,dragthe
headerbacktothesearchresultslist.
3. SelecttheContactRecord
ClicktherowthatcontainsthedesiredContactrecordfromthelistandthenclickOK.
To Select a Regarding Option for a New Message

IfyoulinkanewmessagetoaGoldMineContactrecord(see"ToLinkaNewMessagetoaGoldMineContact"onpage285),
theRegardingdropdownlistbecomesavailable.TheRegardingmenuallowsyoutoselectaCase,Opportunity,orProject
toassociatetotheemailmessage.YoucanopentheRegardingdropdownlistandselectanylistedentry.
GoldMine User Guide
TheNewbuttonallowsyoutocreateanewCase,Opportunity,orProject.Tocreateone,clicktheNewbuttonandselect
eithertheCase,Opportunity,orProjectoption.GoldMinethenopenstotheassociatedtabtofillinthedetailsforthenew
entry.
To Use an E-Mail Template for a New Message

Whencomposinganewmessage,youcanchoosetouseatemplatefromtheGMTemplatedropdownlistlocatedinthe
paneldirectlyabovethemessagecompositionarea.TemplatescancontainGoldMineFieldsandapredefinedmessage.You
canchoosefromanyoftheavailabletemplatestohelpyoucomposeyourmessage.
1. InOutlook,opentheFilemenuandselectNew>MailMessage.
2. Onthenewmessagedialogbox,clicktheGMTemplatedropdownmenu.
NOTE: IfthereareGoldMinefieldsinthetemplate,youmustlinkthemessagetoaContacttoproperly
populatethefields.Formoreinformation,see"ToLinkaNewMessagetoaGoldMineContact"onpage
285.
3. Selectatemplatefromthemenu.
Forinformationoncreatingadditionaltemplates,see"CreatingEmailTemplates"onpage135.
TIP:OutlookemailtemplatesaremanagedwithinGoldMineintheDocumentManagementCenter.To
opentheDocumentManagementCenter,opentheGoTomenuinGoldMineandthenselectDocument
Templates.
Creating a GoldMine Contact Record from an Outlook Message

IfaContactdoesnotexistinGoldMineforanemailthatyoureceivedinOutlook,youcancreateanewGoldMineContact
recorddirectlyfromOutlookforanyselectedemailsenderorrecipient.
To Create a New GoldMine Contact Record

1. BelowtheSendersandRecipientspane,clicktheCreateanewGoldMinecontactforlink.
TheNewGoldMineCompanyandContactdialogboxdisplays.
2. Enterthecompanynameandcontactinformation.
3. Checkthedesiredoptions.
4. ClickOKtocreatethenewcontactandclosethedialogbox.
GoldMine User Guide
Outlook Calendar
TheOutlookCalendarlistsallofyourOutlookactivities,aswellasthosesynchronizedfromGoldMine.Calendaractivities
canbecreatedineitherOutlookorGoldMineandscheduledformultipleparticipants,whichthenappearintheirown
calendarsaswell.
NOTE: OutlookcalendaritemssynchronizedtoGoldMinewilldisplayonlyattendeesthatexistin
GoldMineaseitherUsersorContacts.
NOTE: Anyuntimed(nostart/finishtime)activitiesinGoldMinearesynchronizedtothecurrenttime.
TheinformationdisplaysintheGoldMinepanelandcontainsthefollowingareasfortheselecteditem:
SelectedItemsdisplaystheSubjectandtimeframefortheselectedcalenderitem.Iftheselectedcalendaritemisnot
partoftheGoldMinecalendarofactivities,youcanaddtheactivitytoGoldMinebyclickingtheAddselectedactivity
toGoldMinelinkatthebottomoftheSelectedItemsarea.
YourPendingSaleslistsallpendingsalesandtheirdetails,suchasproductname,units,price,amount,user,anddate.
LiteratureRequestslistsallrequestsforliterature.Formoreinformation,see"AbouttheLiteratureFulfillmentCenter"
onpage147.
ContactDatadisplaystheContactsdetails,suchascompany,contactname,address.Youcanmodifywhatandhowthe
detailsdisplayinthearea(see"DisplayingtheLinkedContactDetailsinOutlookintheGoldMineAdministratorGuide
PDForintheOnlineHelp).
GoldMineUsersandResourceslistsallGoldMineUserandResourcesassociatedwiththeappointment.
GoldMinePreviewdisplaysthedetailsfortheactivitytype(call,appointment,etc.)aswellas:
Reference:Subject
Contact:NameofContactperson
ActivityCode
OnDate:Dateofappointment
StartTime:Scheduledstarttimeofappointment
Duration:Lengthofappointment
Notes:Additionalinformationabouttheappointment
GoldMineOptions:BelowtheGoldMinePreviewarealistofGoldMinecommandsfortheselecteditem.Theseallow
youtoviewtheitemintheGoldMineActivityListorCalendar,aswellasmarkingtheappointmentascompleteinthe
GoldMineCalendar.
ShowtheIteminGoldMineActivityList(seepage288)
ShowtheIteminGoldMineCalendar(seepage288)
CompletetheGoldMineCalendarItem(seepage288)
Show the Item in GoldMine Activity List

AtthebottomoftheGoldMinepanelintheOutlookCalendar,clicktheShowtheIteminGoldMineActivityListcommand
todisplaythecurrentcalendariteminGoldMinesActivityList.
Formoreinformation,see"Activities"onpage73.
Show the Item in GoldMine Calendar

AtthebottomoftheGoldMinepanelintheOutlookCalendar,clicktheShowtheIteminGoldMineCalendarcommand.
YoucanEditorCompletetheactivitybyclicktheappropriatebuttonsatthetopoftheCalendarbuttonlist.
Formoreinformation,see"CalendarsOverview"onpage95.
Complete the GoldMine Calendar Item

AtthebottomoftheGoldMinepanelintheOutlookCalendar,clicktheCompletetheGoldMineCalendarItemcommand
todisplaythecurrentcalendariteminGoldMinesActivityList.
Formoreinformation,see"CompletingActivities"onpage85.
GoldMine User Guide
Schedule a Calendar Activity

AcalendaractivityiseitheranAppointmentorMeeting.Whenschedulingoneofthesetypesofactivities,usethesame
practicesthatyounormallywouldwhenschedulinganactivitywithOutlook.Theonlydifferencewithschedulingactivities
usingtheGoldMineOutlookIntegrationisthatyouractivitieswillupdatewithinGoldMineontheCalendarsandActivities
Listsforthoseuserslistedintheactivity.
NOTE: WhenGoldMineisintegratedwithOutlook,theOutlookreminderwillbeturnedofffora
GoldMineactivityretrievedwithanalarmtimethatislaterthanitsstartingtime.
Important Considerations:
Outlook2007doesnotsupportweekday(skipweekend)optionforYearlyandMonthlyrecurrence.Synchronization
doesnotsupportrecurringactivities.Theweekendoptionisavailableonlyfordailyrecurrence.
Outlookdoesnotsupporthourlyrecurrence.
GoldMinedoesnotsupportContactslinkedtoanMeeting(Appointment),onlyAttendees.
To Schedule an Appointment
AnAppointmentisanactivitythatappearsontheOutlookCalendarthatdoesnottypicallyinvolveotherpeopleor
resources.WhenOutlookandGoldMinesynchronize,anyGoldMinerelatedinformationalsoappearsintheGoldMine
panel.AnappointmentcanoriginateineitherGoldMineorOutlook.
FordetailedinformationaboutschedulingAppointmentsinOutlook,refertotheMicrosoftOutlookOnlineHelpinstalled
withtheproduct.
Appointments/Events in GoldMine Mobile

AppointmentsthatarescheduledinGoldMineandsynchronizedtoOutlook,canalsobesynchronizedtothecalendaron
yourmobiledevice.Likewise,appointmentsscheduledonyourmobiledeviceandthensynchronizedtoOutlookcanalsobe
addedtoGoldMineduringsynchronization.
However,ifyouareusingGoldMineMobiletocreate/modifyanappointment,theonlywaytogettheappointmentsto
appearonyourmobiledevicecalendarisbyusingthefollowingprocess:
1. Create/edittheGoldMineappointmentusingGoldMineMobile.
2. SynchronizeGoldMine(Workstation)withOutlook.
3. SynchronizeOutlookwithyourmobiledevice.
NOTE: FordetailedinstructionsonsynchronizingyourmobiledevicecalendartoOutlook,refertothe
documentationincludedwithyourmobiledevice.
To Schedule a Meeting
AMeetingisanappointmentthatincludesotherpeopleand/oraresource(suchasaconferenceroom).WhenOutlookand
GoldMinesynchronize,anyGoldMinerelatedinformationalsoappearsintheGoldMinepanel.Acceptance/denialsof
meetingrequestsupdateyourOutlookCalendarandarealsoupdatedinGoldMinesCalendarduringsynchronization.A
MeetingcanoriginateineitherGoldMineorOutlook.
NOTE: OutlookcalendaritemssynchronizedtoGoldMinewilldisplayonlyattendeesthatexistsin
GoldMineaseitherUsersorContacts.
NOTE: InGoldMine,additionalContactsorUserscannotbeaddedtothemeetingrequestuntiltheafter
confirmingthemeetingandthenclickingtheSchedulebuttoninGoldMine.Formoreinformation,see
"CreatingMeetingRequests"onpage107.
GoldMine User Guide
Whentherearemultiplepeople(users)foranappointment,meetingrequestsoccuronbehalfofthemeetingorganizer.Ifa
userrejectsameetingrequest,OutlooksyncwillremovethatuserfromthelistofusersinGoldMineappointmentandthen
deleteacorrespondingappointmentfromtheuserscalendar.Asaresult,therewillbenomismatchofappointments
betweentheOutlookandGoldMinecalendars.
NOTE: GoldMinedoesnotsupportContactslinkedtoanMeeting(appointment),onlyAttendees.
FordetailedinformationabouthowtoscheduleMeetingsinOutlook,refertotheMicrosoftOutlookOnlineHelpinstalled
withtheproduct.
Outlook Contacts
TheOutlookContactspanelcontainsalistofallofyourContactsandcontainsthefollowing:
ContactsoriginallycreatedinOutlook
OutlookContactslinkedtoanemailaddressinGoldMine
GoldMineContactsbroughtintoOutlookduringsynchronization.
ContactscreatedinOutlookcanbelinkedtoaGoldMineemailaddress,orusedtocreateanewContactrecordin
GoldMine.AllofthedetailsoftheOutlookContactareusedtocreatethenewGoldMineContactrecord,suchasname,
address,andcontactinformation.AnychangesmadetotheContacts,whetherinOutlookorGoldMine,areupdatedinboth
applicationsduringsynchronization.
About Editing an Outlook Contact Record After Synchronization

IfyouopenandeditanOutlookContactRecordafterthesynchronizationprocessends(whichincludedthisOutlook
ContactRecord),thenthefollowingerrormessageappears:
Theitemcannotbesavedbecauseitwaschangedbyanotheruserorinanotherwindow.Doyouwanttomakeacopy
inthedefaultfolderfortheitem?'
ThisistheresultofbothOutlookandGoldMinehavingmodifiedtherecord.ThismessageisgeneratedbyMicrosoftOffice.
ClickNowhenyouseethismessage.
Toresolvethiscondition,waituntilafterGoldMinehasfinishedthesynchronizationwithOutlook,Then,shutdownand
thenrestartOutlook.
Search for Contact in GoldMine to Associate an E-Mail Address

WhenGoldMineandOutlooksynchronize,theOutlookContactinformationfromanyContactthatislinkedtoaGoldMine
Contactisupdated.IfyouhaveOutlookContactsthathavenotbeenlinkedtoaGoldMineContact,youcanlinkthem
appropriatelyusingthefollowingprocedure.
To Search and Link an Outlook Contact to a GoldMine Contact

1. InOutlook,opentheGomenuandselectContacts.
2. SelecttheOutlookContactfromthelist.
3. IntheGoldMinepanel,clicktheSearchfor<Contact>inGoldMinetoassociatetheemailaddresslink.
TheContactSearchAssociateEmailAddressdialogboxdisplayswiththenameofthesenderprefilledintheValue
textbox.
4. ClicktheSearchbuttontosearchforacontactwiththatvalue.
NOTE: Ifyoursearchreturnsnoentries,youcanclicktheCreatebuttontoopentheNewGoldMine
CompanyandContactdialogboxtocreateanewcontacttolinktheemail.
YoucanalsolinkanOutlookContactfromtheOutlookMailwindow(see"LinkingEMailMessages"onpage283).
GoldMine User Guide
Create a New GoldMine Contact from the Outlook Contact

IfyouhaveanOutlookContactthatisnotpartofyourGoldMineContacts,youcanaddtheContactfromOutlookto
GoldMine.TocreateanewGoldMineContactfromoneofyourOutlookContacts,followtheprocedurebelow.
To Create a GoldMine Contact from an Outlook Contact

1. InOutlook,openyourContactsListbyeitherclickingtheContactsnavigationbuttonorfromtheGo>Contactsmenu
option.
2. Locatethedesiredcontactonthelist.
3. IntheGoldMinepane,clicktheCreateanewGoldMinecontactfor<ContactName>.
TheNewGoldMineCompanyandContactdialogboxappears.
AllofthecontactinformationyouhaveenteredinOutlookasmappedandassignedtothecorrectfieldsinGoldMine.
4. Checkthefollowingoptionsasneeded.
IfyouwanttocheckforanyduplicatesinGoldMine,checktheappropriateDuplicateCheckingoptions.
Ifcompanymatchingthatofthecontactisfoundandyouwanttocreatearelationshipwiththiscontact,checkthe
CreateRelationshipifcompanymatchisfoundoption.
IfyouwanttoviewtheContactinGoldMineaftercompletingthisdialogbox,checktheViewinGoldMineoption.
5. ClickOKtocreatetheGoldMineContactandclosethedialogbox.
AftercreatingtheGoldMinecontact,theContactInformation<ContactName>andItemsfor<ContactName>panelsinthe
GoldMinepanefillwithrelatedinformationforthecontact.IftheisrelationaldatafoundinGoldMinefortheContact,that
informationwillbeavailableundertheItemsfor<ContactName>tabs.
GoldMine User Guide
Manage GoldMine Customer Contacts

OnceanOutlookContacthasbeenlinkedtoaGoldMineContact,anychangesthatyoumaketotheContactsdetailsin
OutlookorGoldMineareupdatedduringsynchronization.Foradditionalinformation,seeCreateaNewGoldMineContact
fromtheOutlookContact(seepage291)andCreatingaNewContactRecord(seepage187).
Outlook Tasks
TheTasksontheOutlookTaskslistareacreatedbyeitherenteringthedetailsinanOutlookTaskthethenlinkingtheTaskto
aGoldMineContact(see"CreateandLinktoaNewGoldMineTask"onpage292),orbycreatingaTodoActivityin
GoldMine(see"SchedulingandCompletingActivities"onpage74)andthensynchronizingGoldMinewithOutlook.Aftera
TaskexistsinbothGoldMineandOutlook,anyupdatesmadetotheTaskareupdatedduringsynchronization.
NOTE: Anyuntimed(nostart/finishtime)activitiesinGoldMinearesynchronizedtothecurrenttime.
Create a Task in Outlook

AnOutlookTaskisanactivitythatmustbecompletedwithinaspecifiedtimeperiodandhasacurrentstatus.Ifyouwant
theTasktobelinkedtoGoldMine,youmustlinkittoanewGoldMineTask(see"CreateandLinktoaNewGoldMineTask"
onpage292).
Important Considerations
ATaskcreatedinOutlookcanbesenttomultipleOutlookContacts.However,thecorrespondingobjectinGoldMine
(Todo)canbelinkedonlytooneGoldMineContactrecord.
GoldMinedoesnotsupportrecurringOutlookTaskswithmultipleGoldMineUsers.
GoldMinedoesnotsupportmultidaytasks.
FordetailedinformationaboutcreatingTasksinOutlook,refertotheMicrosoftOutlookOnlineHelpinstalledwiththe
product.
Create and Link to a New GoldMine Task

IfyouhaveanOutlookTaskthatisnotpartofyourGoldMineTasks,youcancreateandlinktheTaskfromOutlookto
GoldMine.TocreateandlinkataskfromanOutlookTask,followtheprocedurebelow.
To Create and Link an Outlook Task to GoldMine

1. CreateanewOutlookTask.
2. SelecttheitemontheTaskspanelist.
3. ClicktheCreateandLinktoaNewGoldMineTaskintheGoldMinepanel.
TheScheduleaTododialogboxappears.
GoldMine User Guide
4. IntheTodotextbox,thesubjectoftheTaskisprefilled.YoucanenterdifferenttextorselecttheF2Lookupvalue
5.
6.
7.
8.
9.
10.
servingastheTodoreference.
EnterandNotesrelatedtotheactivity.
InthePrioritytextbox,typeorselecttheF2Lookupvaluefortherankingoftheactivity.
IntheCodetextbox,typeorselectanactivitycodefortrackingtheitem.
SelecttheUsertoassigntheTodoactivitytointhedropdownlist.
IntheOptionsarea:
SelectRSVPtobenotifiedwhentheassigneduserhascompletedtheactivity.
SelectLinktolinktheactivitytothecurrentcontact.ItwillappearontheContact'sPendingtab.
SelectPrivatetomarktheactivityasprivateandmaskitfromotherusers.
ClickOKtosavethechangesandclosethedialogbox.
ForadditionalinformationaboutF2Lists,see"CreatingF2LookupEntries"and"DependencyBetweenLookupLists"inthe
AdministratorsGuideorOnlineHelp.
GoldMine User Guide
GoldMine Mobile Edition Features

Overview
GoldMineMobileEditionallowsuserstoautomaticallyretrieveemailsfromtheirPOP3orIMAPemailaccountInbox
folderstoamobiledevice.ItalsoretrievesemailsfromtheSentItemsfolderforIMAPclients.TheEmailAutolinking
featureallowsyoutosaveemailmessagesincontacthistory.AutolinkingonlyworksformessagesrelatedtoGoldMine
contacts.YoumustbeloggedintoGoldMineMobileforbothautoretrievalandautolinkingtowork.
Configuring and Using Mobile Edition

TheMailmoduleallowsaccesstoGoldMineEmail.Toviewemailonyourmobiledeviceyouraccountmustbeenabledfor
autoretrieval,autolinking,andSMSalertsfromGoldMinePremiumEditionbytheadministrator.Autolinkingonlyapplies
tomessagesthatarerelatedtothecontactsyousetupwithinGoldMine.
Oncetheaccounthasbeenenabled,emailisautomaticallyretrieved(atapredefinedinterval)onyourdevicewhenyoulog
intoGoldMineMobileEdition(GMME).
Newincomingmailmessagesthatarelinkedtoacontactrecordandhavenotbeenfiledintoamailfolderaredisplayedas
pendingactivitiesintheActivitiesmoduleandcanalsobeviewedintheMailmodule.
ToviewtheemailintheActivitiesmodule,tapetheActivitiesiconinthetabbarandtheneithertapMyActivitiesor
MyActivitiesByType.TheitemsareseenasMessagesinthelistingmenu.
ToviewtheemailintheMailmodule,taptheMailiconinthetabbarthentaponInbox,Filed,Sent,orsubfoldersto
viewthemessages.
YoucanseethePrimaryContactwhenviewingtherecordofanAdditionalContact.
GoldMine Administrators Guide
GoldMine Mobile Edition Features 294
Receiving Alerts
GoldMineMobileEditioncanbeconfiguredtosendanSMS(text)remindertoyourmobiledeviceforanupcomingActivity.
OncethefunctionissetupbytheAdministratoronGMPE,youmustinputUserOptionsontheMessagingtabwithin
GoldMineMobile,suchastheuniqueemailaddressforyourdevicebeforeyoucanreceivethealerts
TappingthelinkwithintheSMSwilltakeyoudirectlytotheactivityinformationwithinGoldMineMobile.
SMSMessageExample
GoldMine Administrators Guide
GoldMine Mobile Edition Features 295
Resources
Additional Documentation
Inadditiontothisguide,thefollowingresourcesareavailabletoprovideyouwithinformationaboutGoldMine:
OnlineHelpAccessedbyclickingtheHelpmenuoptioninGoldMine,onlinehelpprovidestopicoverviewsandstepby
stepinstructionstowalkyouthroughbasictasks,inadditiontoacomprehensivetableofcontents,index,andsearch
function.
NOTE:Guides are available in PDF format from the Installation kit for maintenance customers at http://
www.frontrange.com/support.
TrainingCoursesInformationregardingtrainingcoursesforFrontRangeSolutionsfamilyofproductscanbefoundat:
http://frontrange.learn.com
Contact Us
Support Site
FrontRangeSolutionscanansweryourtechnicalsupportquestionsaboutHEAT,FRSFoundation,GoldMine,andother
FrontRangeproductfamilies.Visit:
http://www.frontrange.com/support
Contact Information
FrontRangeSolutionsWorldwideHeadquarters
5675GibraltarDrive
Pleasanton,CA94588USA
TEL:800.776.7889and+1925.398.1800
IfcallingfromCanada,dial:1.888.603.3270
OfficesarealsolocatedinLatinAmerica,AsiaPacific,Europe,SouthAfrica,andtheMiddleEast.Forinternationalcontact
information,gototheFrontRangeSolutionsWebsite,clicktheContactlinkatthetopofthepage,thenselectyourregion.
GoldMine User Guide
Resources 296
GoldMine User Guide
Resources 297
Glossary
#
.gmb:(ThefileextensionforabackupfilecreatedbytheBackUpWizard)
.ics:(iCalendarfileextension)
A
AccountNo:(TheAccountNumberfielduniquelyidentifiesacontactrecordandisthecommonfieldvaluethatlinksthe
Contact1tabletoContact2,Cal,ContSupp,ContHist,andOpMgr)
Action:(TheAutomatedProcessactionistheactivityperformedwhentriggered)
Activities:(Activitiesaretimespecificoreventbasedactionslinkedtocontacts;forexamplecalls,appointments,letters,or
othertypesofactivities,suchasToDotasksoreventsthatareassignedtousers)
Activitylist:(Awindowthatdisplaystaskoreventinformation.TheActivityListdisplayselevencategoriesofinformationin
asetoftabs)
AdditionalContact:(Individualassociatedwiththeprimarycontact,suchasanadministrativeassistant.GoldMinestores
thisinformationintheContactstaboftheprimarycontactsrecord)
Alphanumericcharacters:(LettersAZandnumericdigits)
Attachment:(Afile,forexample,aWorddocument,createdoutsideofGoldMineandattachedtoGoldMineasalinked
document,InfoCenterattachment,oremailattachment)
Autoupdating:(Allowsyoucompleteordeletemanyactivitiesorresources)
B
Bcc:(BlindCarbonCopy.Acopyofamessage,usuallyemail,issenttoarecipientthatthemainrecipientscannotsee)
BDE:(BorlandDatabaseEngine.ServesasaconnectorbetweenGoldMineandthedatabases)
Breakfields:(Breakfieldsmanagethegroupingofinformation,determininghowmultipleentryinformation,suchas
Details,Calendar,andHistory,isdisplayedinareporttemplate.Thebreakfieldensuresthatallthedetailsorcalendar
entriesaregroupedtogetherbeforemovingontothenextcontactrecord.BreakfieldscanonlybeusedinSortHeaders)
298 Glossary
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C
Calculatedfield:(Fieldcontainingamathematicalexpressionratherthandata)
Cc:(CarbonCopy.Usedinemailmessages,memos,andletters)
Characterstring:(Anyseriesofalphanumericcharacters(includingspaces)thataretreatedasagroup)
Cloning:(Theprocessofcopyingauserorreportsettingsandconfigurationsinordertoquicklycreateanewuserorreport)
CommonDir:(UsedintheGM.ini,theCommonDirspecifiesthelocationofyourdefaultcontactfiles)
Contactfiles:(Thetablesstoringadatabase'scontactinformation.AlsoreferredtoasCommonfiles.TheCommonDirline
intheGM.inipointstothedefaultcontactfiles)
Contactrecord:(StandardunitofinformationinGoldMine.GoldMinescontactrecordincorporatesstandardinformation,
suchasname,company,phone,andaddress,andalsoservesasthebasisforallscheduledworkinGoldMine,actingasthe
centrallinkbetweenGoldMinesCalendarandHistorybymaintainingallpastandpendingeventsrelatedtotheindividual
contactrecordsintheGoldMinedatabase)
Contactset:(Databaseconsistingofthecontactinformation:Contact1,Contact2,ContSupp,ContHist,ContGrps,ContUdef,
Conttlog,andsometimesLookup.GoldMineallowsyoutohavemorethanonecontactset)
Contacttabs:(SetoftabslocatedbelowthemainContactRecordcontaininginformationassociatedwiththecontact,
includingadditionalcontacts,pending,andhistoryinformation)
Contactstab:(AdditionalcontactsassociatedwiththeContactRecord)
Curtaining:SeeRecordcurtaining
Custodian:(Thepersonresponsiblefortheresource)
D
Database:(Acollectionofdatafieldsandrelatedtablesstoringinformationthatfacilitatesaccessandretrieval)
Detailstab:(Structured,userdefinedinformationassociatedwitheachContactRecord)
Dialogfield:(Afieldcreatedtoopenadialogboxandprompttheuserforparameterstoincludeinthereport)
DigitalID:(Digitalsignatureandencryptionkeyssentwithemailmessages)
E
Entity:(Usedtorefertoasinglerecordtype.Consistsofacustomizedcombinationofprimaryfieldsviews,customscreens,
andGM+Views)
Event:(StepbystepinstructionscontainedinanAutomatedProcess,ortrack,thatGoldMinemustevaluatetoperforma
specifiedseriesofactivities.Aneventconsistsofatriggerandanaction.AnAutomatedProcessconsistsofasequenceof
oneormoreevents)
F
F2Lookup:(Specialtypeofbrowsewindowthatcanbecustomizedtocontainfrequentlyusedorcodespecificentries.
SecurityoptionscancontrolF2lookupstoensureuserinputandallowstandardizationofdata)
Fieldtyping:(CustomizingfieldlabelsandcolorsusingdirectdataordBASEexpressions)
Fieldstab:(Displaysuserdefinedfieldsgroupedtogetherinuserdefinedscreens)
Filecode:(Theunique3characteridentificationassignedtoeachContactSet,enablingsynchronizationandbackingup)
Filter:(Sortconditionusedtoselectasubsetofrecordsfromtheentiredatabase)
Forcelogout:(Forcesusersoutataparticulartimeorwheninactiveforaperiodoftime)
Free/busytimes:(Freeandbusycalendartimespublishedtofile,ftp,orhttplocationsandmadeavailabletootherusers)
GoldMine User Guide
Glossary 299
G
GM.ini:(AfilelocatedintheGoldMinedirectorycontainingcommandsforgeneralGoldMineoperation.Themost
importantaretheSysDir,GoldDir,andCommonDir)
GM+Viewtab:(UserdefinedHTMLtemplatebasedviews)
gmb:(The.gmbfileextensionforabackupfilecreatedbytheBackUpWizard)
GoldDir:(UsedintheGM.ini,theGoldDirspecifiesthelocationofyourGoldMinefiles(alsocalledyourGMBasefiles))
GoldMineBusinessContactManager:(AninstallationofGoldMineusingaDLicenseandadBASEdatabase)
GoldMineBusinessContactManagerCorporateEdition:(AninstallationofGoldMineusinganELicenseandanoptional
SQLdatabase.IncludesGoldSync)
GoldMineemail:(EmailmessagetoanotherGoldMineuserorusergroup)
GoldMinefiles:(Thetablesstoringotherdatabaseinformation.AlsoreferredtoasGMBasefiles.TheGoldDirlineinthe
GM.inipointstothesharedGoldMinefiles)
GoldMinelinktoExcel:(CreatesalinkbetweenGoldMineandExcel,allowingyoutoaddGoldMinefieldstoExcelorexport
datafromExceltoGoldMine)
GoldMinelinktoWord:(CreatesalinkbetweenGoldMineandWord,allowingyoutoaddGoldMinefieldstoaWord
documentortemplate)
GoldSyncServer:(Acomputerthathandlesthesynchronizationprocesses)
GoldSyncService:(RunstheGoldSyncapplicationinthebackgroundwithoutrequiringausertolaunchGoldMine)
Group:(Fixedsetofcontactrecordsthatmeetaninitialsetofconditions.Onceselected,memberrecordssubsequently
haveinstantaneousaccesstothesubset.Alternatemethodtofiltersofmaintainingasubsetofdata)
H
Historytab:(CompletedactivitiesassociatedwiththeContactRecord)
HTML:(HyperTextMarkupLanguage.TheauthoringlanguageusedtodefinethestructureandlayoutofaWebdocument
byusingavarietyoftagsandattributes)
Hyperlink:(Anelementinanelectronicdocumentthatlinkstoanotherplaceinthesamedocumentortoanentirely
differentdocument.Clickonthehyperlinktofollowthelink)
I
IIS:(InternetInformationServices)
InfoCenter:(Aresourceusedtomaintainanddisplayanytypeofinformationusefultoanorganizationoranindividual.The
InfoCentercanarchiveinformationinavarietyofformats,suchasgraphics,multimediafiles,andprogramapplications.Any
ofthisinformationcanbelinkedtoaContactRecord)
Installinglocally:(InstallingGoldMine.exesand.dllsonalocalworkstationinanetworkenvironment)
Instantsync:(AutomaticallyremindsundockeduserstosynchronizewheneveraconnectionGoldSyncisdetected)
Internetemail:(EmailmessagetocustomersusingyouPOP3emailaccount)
K
Keyboardshortcuts:SeeShortcutkeys
Keyword:(Oneormorewordsthatsuccinctlydescribeadocument'scontents)
KnowledgeBase:(Informationcreatedby,for,andaboutanorganizationandavailabletomultipleusers)
300 Glossary
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L
Linkedactivities:(Scheduledactivitieslinkedtoacontactrecord)
Linkstab:(Documents,programs,andotherfileslinkedtotheContactRecord)
Localmenu:(Alsoknownasashortcutmenu,thelocalmenuprovidesquickaccesstoasetofcommandsaffectingonlythe
currentbrowsewindow,tab,orpane)
LogStamp:(Containsthetimeanddatethattherecordwaslastchanged)
M
Macros:(Aseriesofcommandsand/orkeystrokesthatlaunchesorrunsaaction)
Maintaining:(Processtoimproveperformancebyregeneratingindexes,packingandrebuildingtables,andsortingand
verifyingdata.Themaintenanceofthedatabaseshouldbeperformedbythesystemadministratorormanager)
Memberstab:(ListsthecontactGroupsofwhichtheContactRecordisamember)
Mergecodes:(Threecharactercodesusedasthebasisforemailanddocumentmergingformassmailings)
N
NetUpdate:(ProcessofupdatingGoldMineovertheInternet)
Notestab:(FreetextnotesassociatedwitheachContactRecord)
O
ODBC:(OpenDatabaseConnectivity)
Operator:(Specifiesthevalueafieldmusthavetobeincludedinarecordselectioncriteria.Examplesofoperatorsinclude
thefollowing:equalto,greaterthan,lesserthanorequalto)
Opportunity:(Involvesagroupworkingasateamwithmultipleorganizationsandcontactstosuccessfullycloseacomplex
sale)
Opptystab:(DisplaystheOpportunitiesassociatedwiththeContactRecord)
OrganizationChart:(Graphicallydisplayscontactinformationandorganizationalrelationshipsinatreestructure)
P
Packing:(Theprocessofactuallydeletingrecordsthatweremarkedfordeletion.ThisprocessisonlynecessaryforadBASE
database.Periodicallypackingthedatabasefilesremovesthedeadspacebetweenrecords)
PersonalBase:(Informationusefultoanindividualuserthatonlytheloggedinusercanviewandupdate)
Primarycontact:(ThenameofthecontactontheContactrecord)
Primaryfieldsviews:(Primaryfieldviewsarecustomizedviewsoftheprimaryfields.Primaryfieldsarethoseintheupper
fourpanesofaContactRecordandareContact1fields)
Process:(Asequenceoftwoormoreevents,whicharethestepbystepinstructionsthatGoldMineevaluatestoperforma
definedseriesofactivities.AlsoknownasanAutomatedProcess.)
Processestab:(ListstheAutomatedProcessesattachedtotheContactRecord)
Project:(Involvesagroupworkingasateamtocompletealongtermprojectthatinvolvesmultiplecomponenttasks)
Projectstab:(DisplaystheProjectsassociatedwiththeContactRecord)
GoldMine User Guide
Glossary 301
R
Rebuilding:(Createsanewfilestructure(ortable),andcopiesdata,recordbyrecord,fromtheoldfiles/tablestothenew
ones)
Recordcurtaining:(AContactrecordcanbecurtainedsothatauserwhodoesnotowntherecordcannotviewtherecord
orcanviewonlypartoftherecord)
Recordtypes:(Customizedcombinationofprimaryfieldsviews,customscreens,andGM+Views.ConfiguredintheRecord
TypesAdministrationCenter)
RecordTypesAdministrationCenter:(AllowsyoutocreatemanyRecordTypesbasedoncombinationsofyourdifferent
PrimaryFieldViews,CustomScreens,andGM+ViewsandtoapplythembasedonyouruserdefinedRecordTypeRules)
Recordtyping:(CustomizedcombinationsofPrimaryFieldsViews,CustomScreens,andGM+Views)
Rectype:(Arecordtypecodeidentifyingdifferenttypesofrecordswithinthedatabase)
Referralstab:(InternalreferralswithintheContactSet)
Rehost:(Rehostingdataistheprocesswhereonedatabaseiscopiedorconvertedtoanewdatabase)
ReportsCenter:(ProvideseasyvisualaccesstoseveralreportingoptionsavailablewithinGoldMine)
Requiredfield:(Afieldrequiringdata)
Resources:(Resourcesthatarecommonlyrequestedincludeconferencerooms,projectors,demonstrationproducts,
companyvehicles)
RichSiteSummary:(SeeRSS)
RSS:(RichSiteSummaryasimpleXMLformatdesignedforsharingWebHeadlines)
S
Screendesigntoolbar:(UsedwhenyouaredesigningyourprimaryfieldsorFieldstabscreens)
Seq:(SequenceorderednumberforeacheventinanAutomatedProcess.ThesequencenumberbeginswitheitherPfora
PreemptiveeventorSforaSequentialevent.Eacheventisprocessedinorderbasedonthesequencenumber)
Shortcutkeys:(Shortcutkeysarekeyboardkeysorkeycombinationsthatinvokeaparticularcommand)
Shortcutmenu:SeeLocalMenu
Sitecode:(Matchesasynchronizationprocesstoasite)
SortHeader:(Asectioninareportthatholdsthelabels,filters,andbreakfiltersforthesectionorforthecorresponding
detailsection)
Sortorder:(TheorderthatContactrecordsaredisplayedbasedonaspecifiedfield.Thesortorderforthedatabaseis
determinedbytheSortOrderyouselectintheContactListingwindow.Ifafilterorgroupisactive,theSortFieldyou
selectedtakesprecedence)
Sorting:(Orderstherecordsinthefiles/tablesbythemostusedindexes)
Summarytab:(DisplaysactivityinformationaboutthecurrentContactRecord)
Synchronization:(GoldMinesremotesynchronizationisaprocessthatcanupdateoneGoldMinesystemwithnewor
changedinformationthathasbeenenteredinanotherGoldMinesystem)
SyncStamp:(Containsthetimeanddatewhentherecordwaslastsuccessfullyretrievedduringsynchronization)
SysDir:(UsedintheGM.ini,itspecifiesthelocationofgmw6.exe)
302 Glossary
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T
Taskgroup:(AgroupoftaskitemsontheGoldMineTaskbar)
Taskitem:(Anitemonataskbarthatlaunchesanaction)
Taskbar:(FrequentlyusedGoldMineMenucommandsandmacros,linkstodocumentsandfiles,andaquickstepfor
launchingapplicationsandwebsites)
Ticketstab:(DisplaysticketsfromHEATCallLoggingwhenGoldMine/HEATintegrationisinstalled)
Tlogs:(Thegeneralnameforthetwotypesoflogs:ContTlogandGMTlog.Theytrackdateandtimestampsforchangesto
fieldsandthesynchronizationofthedata)
Transferset:(AdatabaseofallthechangesmadetoContactRecordsduringaspecifiedtimeframe.Thedatabasewiththe
changesissenttootherGoldMinelocationsandretrieved,updatingthatdatabasewiththenewinformation)
Transformationsheet:(AlanguagefortransformingXMLdocumentsintootherXMLdocuments)
Trigger:(ApredefinedconditioninanAutomatedProcesseventthat,whentheconditionistrue,causesGoldMineto
executeanaction)
U
Unlinkedactivities:(Scheduledactivitiesthatarelinkedtoauserbutnottoacontact)
URL:(AbbreviationofUniformResourceLocator,theglobaladdressofdocumentsandotherresourcesontheWorldWide
Web)
Usergroups:(Userscanbelogicallygroupedaccordingthefunctionsthattheyperform)
UserPreferences:(VarioussettingsthatcontrolhowGoldMinelooksandactsforeachuser)
UserProperties:(Thesesettingsdefineauser'ssecurityandaccessinGoldMine)
UserID:(Fieldthatcontainsthenameoftheuseranactivityisassignedto.UserIDisbasedontheGoldMineusername)
Username:(UsethisnametologintoGoldMine.Identifiestheuser'sactivities)
Username.ini:(AninitializationfilelocatedintheGoldMinedirectorythatstoresuser'sindividualsettings)
Username.tbi:(Storestheuser'staskbarsettings)
V
Verifying:(Ensuresthatthedataisreadableandthatallsyncfieldsinthesynchronizationrecordsofthedatabasefile(s)are
populated,andnouniquefieldsareduplicated)
W
WYSIWYG:(WhatYouSeeIsWhatYouGet.Pronouncedwizzywig.AWYSIWYGdisplayallowsyoutoseeonthescreen
exactlywhatwillappearwhenthedocumentisprinted)
X
XML:(AcronymforExtensibleMarkupLanguage.XMLisauniversalformatthatusestagsforexchangingstructured
documentsanddataontheInternet)
GoldMine User Guide
Glossary 303
Index
A
AboutthePendingTab 202
AccessingtheContactSearchCenter 205
Activities 89
About 73
AutoUpdating 82
Benefitsofusing 74
Scheduling 74
ActivitiesListPanel 24
ActivityList 88, 91
ActivityListOptionsSubMenu 89
ActivityListToolbar 88
ActvityWindow 24
Adding
Documenttemplates 115
DocumentstoLFC 148
AddingAttachmentstoKnowledgeBaseDocuments 274
Advancedcheckbox 214
Analyzeleads 239
appointments
Mobiledevices 289
Assigning
Quotas 163
Autodialersettings 154
AutoUpdatingActivities 82
B
BranchingScriptAnswerDialogBox 152
C
Calendar 95
Accessing 95
Mobiledevices 289
Occasions 100
Publishing 109
Shared 108
TaskList 97
GoldMine User Guide
Calls
completing 85
Campaign
CreatingNewCampaignTasks 244
CampaignLocalMenu 241
CampaignManagementCenter 240, 242
CampaignManagementCenterToolbar 242
Campaigns
Cloning 244
Deleting 245
Renaming 244
CertificationAuthorities 144
Changing
Users 49
CommunicatingwithContacts
About 113
Completing
Activities 84
CompletingCalls 85
CompletingCampaignTasks 245
Configuring
Free/busytimes 109
MyGoldMine 294
ConfiguringGoldMineMobile 294
ContactRecordTabs 197
ContactRecords 185, 190
Creating 187, 187
Deleting 193
Editing 190
MultipleContactRecords 193
ContactSearchCenter
Toolbar 206
Contacttabs
Pending 202
Creating
Opportunities 151
Records 187
CreatingaNewCampaignTask 244
CreatingaPerformanceReportforaCase 267
Index 304
CreatingDocumentTemplateswithGoldMinePlus
Installed 118
Customizing 49
Autodialersettings 154
D
d 214
defaultdestination 114
Deleting
multipleactivities 81
DeletingCampaigns 245
DigitalIDs 144
CertificationAuthorities 144
Digitalsignatures 144
Keys 144
Readingemail 143
Sending
Signed 132
DigitalSignatures 132, 144
Documententer
About 114
DocumentManagementCenter
Adding 115
Editing 119
Email 137
Printing 123
Documents
Printing 123
Templates 115, 119
Duplicaterecords 187
F
Fax
Correspondence 120
Filters 223
About 222
seeGroups 223
FolderPanel 24
ForecastedSales
Completing 159
Scheduling 158
Using 160
Free/Busy
Sharing 109
Tab 102
Times 109
URLs 102, 102
Fulfilling 149, 150
G
GMMobile 289
GoldMine 35
Addons 65
GoldMineMobile 289
GoldMineMobileEdition
Overview 294
GraphicalAnalysis 161
Groups 223
About 222
seeFilters 223
EditEmailToolbar 127
Editing
Contactrecords 190
Documents 119, 149
LiteratureFulfillmentCenter 149, 150
EditingToolbarOptions 37
Email
Encrypted 131
Reading 142
Digital IDs 143
Sending
Digitally signed 132
Document Management Center 137
Encrypted 131
EmailCenterComponents 125
Encrypted 131
Help 49
GoldMine User Guide
I
iCalendar
Meetingrequests 105, 107, 107
Industrytemplates 56
InfoCenter 271
Installing
GoldMineAddons 65
K
Keyfields 59, 61, 61
KeyTerms 18
KeyboardShortcuts
Navigation 35
Keyboardshortcuts 39, 49
KnowledgeBase 271
KnowledgeBaseBooks,Folders,andTopics 272
KnowledgeBaseTopicTextLocalMenu 273
Index 305
L
Launching 19, 49
Leads
ManagementCenter 239, 240
Linking
FilestoaContactRecord 192
LinkingEmailMessagestoContacts 142
ListOptionssubmenu 89
LiteratureFulfillmentCenter 147
Addingdocuments 148
Editingdocuments 149
Fulfilling 149
Rejecting 149
Literaturerequests 83
Local
Menu
Accessing 50
Localmenus
Campaign 241
LoggingAway 39
LoggingAwayfromGoldMine 48
Loggingin 49
M
mailmerge
printing 123
MainMenu 22
MyGoldMine
Configuring 294
Printing 123
Correspondence 113
Envelopesandlabels 124
printing
mailmerge 123
PrivateKey 144
Projects 169
Creating 175
Manager 175
Wizard 177
PublicKey 144
Publishing
Free/busytimes 109
Q
QueuedDocuments
LiteratureFulfillmentCenter 150
QuickStartWizard
KeyFields 59
PostalCodes 61, 61
UserSetup 54
QuittingaWorkSession 39
QuotaAnalysis 163
R
ReassigningaCase 264
Record
Contact
see Contact Records 185, 190
Curtaining
About 197
Properties
N
Navigation
KeyboardShortcuts 35, 45
NavigationPane 33
Options 34
Notes 181
NotesTab 181
O
Opportunities 169
Creating 170
OpportunityManager 169
OpportunityWizard 172
P
Pendingtab 202
PersonalRolodex 154
PreviewPanel 24
306 Index
Record-Related Settings 197
RelatedSettings 197
Rejecting 149
Renamingatoolbar 38
RenamingCampaigns 244, 244
ReplyingtoanActivity 138
RetrievingEmail 141
S
Sales
Managing 157
SalesAnalysis 165
Schedule
LiteratureRequests 149
Scheduling 74
ForecastedSales 158
Free/BusyURLs 102, 102
SchedulingaCall 75
SchedulingLiteratureRequests 83
GoldMine User Guide
Scripts
seeTelemarketingScripts 150, 152
Sending 131, 132, 137
ServerAgentsAdministrator
Publishing 109
Service 249
ServiceCenter 249
SettingDigitalIDsinContactDetails 146
SettingUniversalSearchOptions 215
SharedCalendars 108
SharingFree/BusyTimes 109
SoftPhone
Using 154
Spellcheck 139
Starting 19, 49
StatisticalAnalysis 166
T
Tabs
SeeContactTabs 197
TelemarketingScripts 150, 152
Templates
Creating 115
Previewing 114
TerritoryRealignment 167, 167
Toolbars
ContactSearchCenter 206
U
UniversalSearchAdvancedcheckbox 214
UpdatingTemplates 120
Users
Creating 54
Loggingaway 39
Loggingin 49
TerritoryRealignment 167
Using
CampaignManagementCenter 242
LeadsManagementCenter 240
Localmenus 50
UsingtheOutlineCalendar 98
W
WorkArea 23
GoldMine User Guide
Index 307

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Rev: 2013.1 08-28-13

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Welcome to GoldMine Premium Edition

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Audience and Expertise

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Key Terms and Concepts

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To Change the Default Login

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To View Information About GoldMine Premium Edition

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Main Menu Bar

To Access Menus on the Menu Bar

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Setting the Navigation Pane Options

GoldMine User Guide

GoldMine Navigation Shortcuts

combinationofC TR L - TA B,TABandtheARROW keys.Thesetoolsallowyoutoaccesseveryfieldandbutton

Customizing the Taskbar

Changing Icon Display

Changing Icon Position

GoldMine User Guide

Managing Getting Started List Items

Managing Getting Started List Groups

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Adding and Removing Standard Toolbar Buttons

Creating a New Toolbar

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Renaming Toolbar Buttons

Rearranging Toolbar Buttons

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Using Online Help

Menu Command Shortcut Keys