At a Glance

11/01
Copyright
Copyright © 2001 FrontRange Solutions Inc.
All rights reserved.

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GoldMine, GoldSync, HEAT, Maestro Commerce and other
FrontRange products and brands are registered trademarks
or trademarks of FrontRange Solutions Inc. in the United
States and/or other countries. Other products and brands are
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USE OF THIS SOFTWARE AND ITS RELATED USER

DOCUMENTATION ARE SUBJECT TO THE TERMS AND
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AGREEMENT (EULA), A COPY OF WHICH WAS
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YOU MUST AGREE TO THE TERMS AND CONDITIONS OF
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DO NOT AGREE TO THE TERMS AND CONDITIONS OF
THE EULA, PROMPTLY RETURN THE UNUSED
SOFTWARE TO THE PLACE FROM WHICH YOU
OBTAINED IT FOR A REFUND.

Warning: The software described in this manual and its

related user documentation are protected by copyright law. In
no event shall any part of the related user documentation be
reproduced, transmitted, stored in a retrieval system, or
translated into any language, without the express written
permission of FrontRange Solutions Inc.

Contact FrontRange Solutions Inc. at our Web site:

http://www.frontrange.com

ii GOLDMINE 5.5 AT A GLANCE

FrontRange Software Product: PROMPTLY RETURN THE UNUSED serialization code indicates to the
LICENSED SOFTWARE TO THE loaded Licensed Software the
GoldMine® 5.0 PLACE FROM WHICH YOU
OBTAINED IT FOR A REFUND.
number of authorized concurrent
users covered by the license. The
End-User License Agreement number of authorized concurrent
1. Protection/Ownership. The users covered by the license will be
(“EULA”)
Licensed Software is protected by visually displayed to You during
(Rev. October, 2000) copyright and other intellectual the serialization procedure. You are
property laws. FrontRange licensed as follows:
IMPORTANT—READ CAREFULLY Solutions retains ownership of the
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THIS EULA IS A LEGAL AGREEMENT
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BETWEEN YOU (“YOU” OR
herewith. The Licensed Software is Licensed Software from the
“LICENSEE”) AND FRONTRANGE
licensed to Licensee for use subject number of computers or
SOLUTIONS INC. (A DELAWARE
to the terms set forth in this EULA. workstations covered by the
CORPORATION WITH ITS PRINCIPAL
PLACE OF BUSINESS IN COLORADO), license.
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ON ITS OWN BEHALF AND ON
Solutions hereby grants to Licensee (b) Additional users. If You wish
BEHALF OF ITS SUBSIDARIES,
and Licensee fully accepts, upon to expand the number of
DIVISIONS AND AFFILIATES
delivery, a nonexclusive and authorized concurrent users
(COLLECTIVELY REFERRED TO AS
nontransferable right to use only covered by this license, You
“FRONTRANGE SOLUTIONS”), FOR
the executable version (no source may be able to purchase
THE SOFTWARE PRODUCT
code) of the Licensed Software for additional licenses from
IDENTIFIED ABOVE WHICH
its own internal business purposes. FrontRange Solutions and/or
INCLUDES COMPUTER SOFTWARE
The Licensed Software comprises authorized FrontRange
AND ASSOCIATED MEDIA AND
computer software and associated Solutions reseller. Such added
DOCUMENTATION (COLLECTIVELY
media and documentation. licenses will be affected by the
“LICENSED SOFTWARE”). BY
Installation of the Licensed provision of additional
OPENING THE SOFTWARE
Software entails completion of a serialization code(s) by
PACKAGING, COMPLETING THE
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SERIALIZATION PROCESS, OR
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INSTALLING, ACCESSING OR
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UTILIZING THE LICENSED
You as a part of the Licensed or otherwise transfer for value the
SOFTWARE, YOU AGREE TO BE
Software. You agree not to disclose Licensed Software.
BOUND BY THE TERMS OF THIS
the serialization code(s) provided to Notwithstanding the foregoing,
EULA. IF YOU DO NOT AGREE WITH
You to any third-party. The Licensee may assign all of its
THE TERMS OF THIS EULA,

GOLDMINE 5.0 LICENSE AGREEMENT iii

 licensed rights and duties under
this EULA to a third-party that:
(a) directly or indirectly controls
Licensee; (b) is controlled by or
under common control with
Licensee; or (c) purchases all or
substantially all of Licensee’s
assets; provided, however, that
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bound by all the terms herein and
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Solutions; and (iii) in no
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than the number of licenses
authorized under this EULA. If You
transfer the Licensed Software, You
must simultaneously transfer
possession of all associated media
and documentation, and remove all
Licensed Software from Your
computers.
4. Restrictions. You agree not to copy
the Licensed Software except for
iv GOLDMINE 5.5 AT A GLANCE
backup and disaster recovery
purposes, or as described in the
documentation comprising the
Licensed Software. If You make
backup copies of the Licensed
Software, the original copy of the
Licensed Software and all backup
copies that You make may not leave
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AND IN LIEU OF ALL OTHER
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ORAL OR WRITTEN, EXPRESSED
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paragraph 12, no FrontRange
Solutions reseller, dealer, agent or
employee is authorized to modify or
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remedies.
FrontRange Solutions warrants the
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from defects in materials under
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delivers the Licensed Software to
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FrontRange Solutions will at its
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return the Licensed Software with
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after having taken delivery of the
Licensed Software.
To the maximum extent permitted
by applicable law, except as
provided above, FRONTRANGE
SOLUTIONS MAKES NO
WARRANTY OR
REPRESENTATION, EITHER
EXPRESSED OR IMPLIED WITH
RESPECT TO THE LICENSED
SOFTWARE, ITS QUALITY,
PERFORMANCE,
MERCHANTABILITY, OR FITNESS
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AS A RESULT, THE LICENSED
SOFTWARE IS LICENSED “AS IS”
AND YOU, THE LICENSEE, ARE
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TO ITS QUALITY AND
PERFORMANCE.
You understand and acknowledge
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be liable for network-related
problems attributable to the
operation of the Licensed Software
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changes may affect the system’s
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Except for the liability arising under
paragraph 6 below, FrontRange
Solutions’ entire liability under this
EULA shall be limited to the
amount actually paid by You for the
Licensed Software.
IN NO EVENT WILL
FRONTRANGE SOLUTIONS BE
LIABLE FOR INDIRECT, SPECIAL,
INCIDENTAL OR
CONSEQUENTIAL DAMAGES
ARISING OUT OF THE USE OR
INABILITY TO USE THE
LICENSED SOFTWARE, even if
advised of the possibility of such
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shall have no liability for any data
stored or processed with the
Licensed Software, including the
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Solutions represents that it has the
right to grant to Licensee the license
to use the Licensed Software as set
forth in this EULA without
violating any rights of any third
party and that there is no actual or
threatened suit by any third party
based on an alleged violation of
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FrontRange Solutions will defend,
indemnify and hold Licensee
harmless from any third party claim
that the Licensed Software infringes
any copyright, trademark or trade
secret owned or controlled by the
third-party; provided, however, that
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notified promptly in writing by
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compromise; (iii) Licensee shall
cooperate with FrontRange
Solutions, at FrontRange Solutions’
expense, in a reasonable way to
facilitate the settlement or defense of
such claim; (iv) such claim does not
arise from Licensee’s modifications
not authorized by FrontRange
Solutions; and (v) should the
Licensed Software become, or in
FrontRange Solutions’ opinion
likely to become, subject to such
claim of infringement, then Licensee
shall permit FrontRange Solutions,
at FrontRange Solutions’ option
and expense, either (a) to procure
for Licensee the right to continue
using the Licensed Software, or (b)
to replace or modify the Licensed
Software so that it becomes
noninfringing and performs in a
substantially similar manner to the
original product, or (c) upon failure
of (a) or (b), despite the reasonable
efforts of FrontRange Solutions, to
terminate this EULA and return the
license fee paid by Licensee for the
Licensed Software.
GOLDMINE 5.0 LICENSE AGREEMENT v
 7. Maintenance and Support.
FrontRange Solutions provides
maintenance and/or technical
support (including upgrades and
enhancements) for the Licensed
Software. Please contact
FrontRange Solutions or the place
from which You obtained the
Licensed Software if You wish to
obtain maintenance and/or
technical support through the
execution of such an agreement.
8. Export Control. You may not export,
ship, transmit, or re-export the
Licensed Software in violation of
any applicable law or regulation,
including, without limitations, the
Export Administration Regulations
issued by the United States
Department of Commerce.
9. United States Government
Restricted Rights. The Licensed
Software is provided with
RESTRICTED RIGHTS. Use,
duplication, or disclosure by the
federal government is subject to
restricted rights as set forth in
subparagraph (c)(1)(ii) of The
Rights in Technical Data and
Computer Software clause at
252.227-7014 for DOD contracts
and at FAR (48 CFR 52.227-19) for
civilian agency contracts or other
comparable agency clauses.
vi GOLDMINE 5.5 AT A GLANCE
10. Termination. Your right to use the
Licensed Software continues until
this EULA is terminated. You may
terminate this EULA at any time by
destroying all of Your copies of the
Licensed Software. This EULA will
automatically terminate if You fail
to comply with the material terms of
this EULA. Upon any termination,
You agree to remove all Licensed
Software from Your computers,
destroy all copies of the Licensed
Software, and, upon request from
FrontRange Solutions, certify in
writing Your compliance herewith.
11. Severability. If any of the terms, or
portions thereof, of this EULA are
invalid or unenforceable under any
applicable statute or rule of law, the
court shall reform the contract to
include an enforceable term as close
to the intent of the original term as
possible; all other terms shall
remain unchanged.
12. Whole Agreement. This EULA
constitutes the entire agreement
between You and FrontRange
Solutions relating to the subject
matter hereof, and any additions to,
or modifications of, this EULA shall
be binding upon the parties only if
the same shall be in writing and
duly executed by You and by a duly
authorized officer of FrontRange
Solutions. THE TERMS AND
CONDITIONS OF ANY
CORRESPONDING PURCHASE
ORDER OR OTHER ORDER
CONFIRMATION FORM
RELATING TO THE LICENSED
SOFTWARE ARE ONLY BINDING
ON FRONTRANGE SOLUTIONS IF
SUCH TERMS AND CONDITIONS
ARE AGREED TO IN WRITING IN
ACCORDANCE WITH THE PRIOR
SENTENCE AND IN A
DOCUMENT OTHER THAN THE
PURCHASE ORDER OR OTHER
ORDER CONFIRMATION FORM.
13. Waiver. The waiver or failure of
FrontRange Solutions to exercise in
any respect any right provided for
in this EULA shall not be deemed a
waiver of any further or future right
under this EULA.
14. Assignability. This EULA shall
inure to the benefit of, and is freely
assignable to, FrontRange
Solutions’ successors and assignees
of rights in the Licensed Software.
15. Third Party Owners. The Licensed
Software may include software
owned by third-parties (collectively
“Third-Party Owners”). The Third-
Party Owners are third-party
beneficiaries of this EULA and You
agree to be bound to them under all
 the terms and conditions of this its licensed rights under this EULA
EULA, unless a separate license shall constitute a basis for
agreement covering such software FrontRange Solutions’ termination
is required by a given Third-Party of this EULA. Licensee further
Owner and has been executed by acknowledges that FrontRange
You. Solutions makes no representation
or warranty with regard to any
16. Resellers. If Licensee acquired the services provided by any Reseller,
Licensed Software through an or any actions or failures to act by
authorized FrontRange Solutions any Reseller.
reseller (“Reseller”), Licensee
acknowledges that (i) payment and
delivery terms for the Licensed
Software must be established
separately and independently
between the Licensee and the
Reseller; (ii) this EULA constitutes
the entire agreement between the
Licensee and FrontRange Solutions
regarding the license rights for the
Licensed Software as described
above and is controlling; (iii) the
terms and conditions of any
purchase order or any other
agreement between the Licensee
and the Reseller are not binding on
FrontRange Solutions; (iv) the
Reseller is not FrontRange
Solutions’ agent and is not
authorized to alter, amend or
modify the terms of this EULA or to
otherwise grant any license or other
rights relating in any way to the
Licensed Software; and (v)
Licensee’s nonpayment of any
amount due to a Reseller relating to

GOLDMINE 5.0 LICENSE AGREEMENT vii

viii GOLDMINE 5.5 AT A GLANCE
Contents
1 Introduction
GoldMine 5.5 Information Resources ................................................................ 1-2
Other GoldMine Technical Publications ................................................... 1-2
Contacting Technical Support .................................................................... 1-2
GoldMine Technical Support Newsgroups .............................................. 1-2
Online KnowledgeBase ............................................................................... 1-3
FactsBack Documents .................................................................................. 1-3
Support Downloads from the
FrontRange Solutions Web Site ........................................................... 1-3
Other GoldMine Resources ................................................................................ 1-4
Local FrontRange Solutions Partners ........................................................ 1-4
GoldMine Authorized Trainers .................................................................. 1-4

2 Look at GoldMine
Important Terms .................................................................................................. 2-2
Start GoldMine ..................................................................................................... 2-3
GoldMine’s Work Area ....................................................................................... 2-4
Select a Main Menu command with your mouse ..................................... 2-5
Select a Main Menu command from the keyboard ................................... 2-5
Browse Windows ......................................................................................... 2-6
Select values from a lookup ......................................................................... 2-7
Add entries to a lookup ............................................................................... 2-7
Set time with the graphical clock ................................................................ 2-8
Set a date with the graphical calendar ....................................................... 2-9
Status Bar ..................................................................................................... 2-10
Contact Record ............................................................................................ 2-11
Get help! ...................................................................................................... 2-12
Log away from GoldMine ................................................................................. 2-13
Exit GoldMine .................................................................................................... 2-14

TABLE OF CONTENTS ix
 3 Work with Contacts
Add a contact record ........................................................................................... 3-2
Add basic information to a contact record ................................................ 3-3
Add notes to a contact record ...................................................................... 3-6
Import contacts into GoldMine .......................................................................... 3-7
View multiple contact records ............................................................................ 3-8
Look up a contact by basic information ............................................................ 3-9
Look up a contact by any type of information ................................................ 3-10
Search by a detail record ................................................................................... 3-11
Find a contact by record number ..................................................................... 3-12
Edit a contact record .......................................................................................... 3-13
Copy contact information into another application ...................................... 3-14
Delete a contact record ...................................................................................... 3-15
Open a database ................................................................................................ 3-16

4 Organize Sets of Contacts

Sort contacts in the Contact Listing ................................................................... 4-2
Display the Org Chart ......................................................................................... 4-3
Create an organization ................................................................................ 4-4
Create a section ............................................................................................. 4-5
Link a contact ................................................................................................ 4-6
Delete an entry from the Org Chart ............................................................. 4-7
Tag records ........................................................................................................... 4-8
Filters and Groups ............................................................................................... 4-9
Create a filter ............................................................................................... 4-11
Activate a filter ............................................................................................ 4-13
Release a filter ............................................................................................. 4-14
Create a group ............................................................................................. 4-15
Activate a group ......................................................................................... 4-17
Release a group ........................................................................................... 4-18

x GOLDMINE 5.5 AT A GLANCE

5 Schedule Activities
Schedule a call ..................................................................................................... 5-2
Auto-dial a telephone number ........................................................................... 5-4
Record call length ................................................................................................ 5-5
Schedule an activity ............................................................................................ 5-6
Add participants to an activity ................................................................... 5-9
Reserve resources for an activity .............................................................. 5-10
Find a time open for all participants ........................................................ 5-11
Schedule a recurring activity .................................................................... 5-13
Schedule an activity for a group of contacts ............................................ 5-14
View activities for one contact .......................................................................... 5-17
View activities in the Activity List ................................................................... 5-18
View activities in the Calendar ........................................................................ 5-20
Schedule activities with the Calendar ............................................................. 5-22
Schedule an activity using
the Contact Listing and Calendar ..................................................... 5-23
Schedule with the Outline tab ................................................................... 5-24
Check the schedules of others .......................................................................... 5-25
Add a task to your to-do list ............................................................................. 5-26

6 Complete Activities
Complete a scheduled activity ........................................................................... 6-2
Record an unscheduled call ............................................................................... 6-5
Take a phone message ........................................................................................ 6-7
Page another user ................................................................................................ 6-9
Complete a message .......................................................................................... 6-10

TABLE OF CONTENTS xi
 7 Manage Sales
Schedule a forecasted sale .................................................................................. 7-2
Complete a forecasted sale .................................................................................. 7-4
Analyze forecasted sales ..................................................................................... 7-6
Assign a quota ..................................................................................................... 7-8
Analyze quotas .................................................................................................... 7-9
Analyze completed activities ........................................................................... 7-10
Display graphs of activity data ........................................................................ 7-13

8 Set up E-mail
Prerequisites to Sending Internet E-mail ........................................................... 8-2
Addressing Internet E-mail ................................................................................ 8-2
Set up Internet e-mail—basics ............................................................................ 8-3
Define options for composing e-mail ................................................................ 8-5
Define retrieval settings ...................................................................................... 8-7
Work with your e-mail accounts ...................................................................... 8-10
Set up additional Internet accounts ......................................................... 8-11
Define POP3 and SMTP settings .............................................................. 8-13
Configure the E-mail Center ............................................................................. 8-15
Define advanced e-mail settings ...................................................................... 8-17
9 Send E-mail
Create a distribution list ..................................................................................... 9-2
Add a contact to the distribution list .......................................................... 9-3
Add a contact’s e-mail address to the distribution list ............................ 9-4
Add a GoldMine user or user group to the distribution list ................... 9-5
Add a manual recipient to the distribution list ........................................ 9-6
Remove a recipient from the distribution list ............................................ 9-7
Delete a distribution list ...................................................................................... 9-8
Send GoldMine e-mail ........................................................................................ 9-9

xii GOLDMINE 5.5 AT A GLANCE

 Create and send e-mail to one recipient .......................................................... 9-10
Change the primary recipient ................................................................... 9-11
Add a recipient ........................................................................................... 9-13
Assign a password and encryption ................................................................ 9-15
Check the spelling in your message ................................................................ 9-16
Select options for your message ....................................................................... 9-17
Define options to record your message ........................................................... 9-19
Attach a file to your message ............................................................................ 9-20

10 Retrieve E-mail
Working with User-Defined E-mail Rules ...................................................... 10-2
Working with Global E-mail Rules ................................................................. 10-2
Create a rule set .................................................................................................. 10-3
Activate a rule set ....................................................................................... 10-7
Add a rule .................................................................................................... 10-8
Move a rule .................................................................................................. 10-8
Add a condition .......................................................................................... 10-9
Add an action ........................................................................................... 10-10
Delete a rule or rule set .................................................................................... 10-11
Retrieve Internet e-mail ................................................................................... 10-12
Read your e-mail .............................................................................................. 10-13
11 Print and Fax
Print a letter or memo ........................................................................................ 11-2
Fax a letter or memo ........................................................................................... 11-3
Manually install GoldMine’s link to Word 97 ............................................... 11-5
Create a template for correspondence ............................................................. 11-8
Add a letter, memo, or fax form ............................................................... 11-11
Update a previously created template ................................................... 11-13
Set up your signature file ......................................................................... 11-14
Insert your signature ................................................................................ 11-15

TABLE OF CONTENTS xiii

 Link a file from the Links tab .......................................................................... 11-16
Link a file by drag-and-drop .......................................................................... 11-17
Edit a linked document ................................................................................... 11-18
12 Run Reports
Select a report ..................................................................................................... 12-3
Select data for a contact report or analysis report ................................... 12-4
Select data for a calendar report ............................................................... 12-6
Sort report data ........................................................................................... 12-9
Print a report .................................................................................................... 12-10

13 Share Information
Tour the InfoCenter ............................................................................................ 13-2
Create an InfoCenter book or folder ................................................................. 13-4
Move a folder or topic ................................................................................ 13-7
Rename a book, folder, or topic ................................................................. 13-8
Link a file to a book, folder, or topic ......................................................... 13-9
Change access rights to a book, folder, or topic .................................... 13-10
Delete a book, folder, or topic ......................................................................... 13-11
Search the InfoCenter ...................................................................................... 13-12

14 Select Preferences
Enter personal information .............................................................................. 14-3
Change your password ..................................................................................... 14-4
Configure the contact record display .............................................................. 14-5
Validate ZIP Codes ..................................................................................... 14-7
Change the display colors of field labels or text ..................................... 14-8
Configure tabs in the contact record ........................................................ 14-9
Configure the Calendar display ..................................................................... 14-10
Add a holiday configuration .................................................................. 14-12
Add a holiday ........................................................................................... 14-13
Add holidays defined for another holiday configuration ................... 14-14

xiv GOLDMINE 5.5 AT A GLANCE

 Delete a holiday ........................................................................................ 14-15
Define the format of the Calendar ........................................................... 14-16
Select scheduling settings ............................................................................... 14-18
Set up GoldMine’s alarm ................................................................................ 14-20
Configure the Contact Listing ........................................................................ 14-23
Configure GoldMine’s toolbar display ......................................................... 14-25
Configure Internet e-mail accounts and settings ......................................... 14-27
Define modem and dialing settings ............................................................... 14-28
Record pager information ............................................................................... 14-31
Define synchronization settings .................................................................... 14-32
Set timeout periods for synchronization ................................................ 14-34
Define additional settings .............................................................................. 14-36
Define login settings ........................................................................................ 14-38

Appendixes
A: Keyboard Shortcuts ..................................................................................... Ap-1
B: Toolbars ........................................................................................................ Ap-3
Select toolbar display and editing operations ........................................ Ap-4
Move toolbars ............................................................................................. Ap-6
Hide a floating or docked toolbar ............................................................ Ap-7
Restore a toolbar ........................................................................................ Ap-8
Create a toolbar .......................................................................................... Ap-9
Delete an icon from a toolbar ................................................................. Ap-11
Restore the default set of icons ............................................................... Ap-11
Delete a custom toolbar ........................................................................... Ap-12
Record a macro ........................................................................................ Ap-13
Edit a macro ............................................................................................. Ap-14
Delete a macro .......................................................................................... Ap-15

Index

TABLE OF CONTENTS xv
xvi GOLDMINE 5.5 AT A GLANCE
IN THIS CHAPTER
1
GoldMine 5.5 Information
Resources
Other GoldMine
O ur mission is to help users of our products to create
customers for life. GoldMine was developed as a
workgroup customer manager. Using this program, you can
Introduction
pull together both contact information and the users of that
Documentation Resources
information. Most organizations, particularly those with a
Contacting Technical sales team, need to track not only the contacts, but their
Support histories and pending activities as well. Customer service,
Other GoldMine Resources sales, MIS, management, and accounting must all be able to
communicate internally about their prospects, clients and
vendors. GoldMine integrates these previously separate
departmental entities into efficient, team-based workgroups
by relating all communications and activities back to
the contact.
GoldMine At a Glance is designed as an “on-the-job” aid.
Any user who is trying a GoldMine feature for the first time
will find the step-by-step instructions helpful. This book
assumes familiarity with basic Windows terminology.
However, each section is designed in a modular format to
minimize references to other sections, and to help you get
your work done quickly and successfully.

INTRODUCTION 1-1
GoldMine 5.5 Information Resources
In addition to this guide, GoldMine 5.5 includes a variety of
resources to help you get the information you need quickly to
get your job done. These resources include:
· online Help: provides complete documentation for all
GoldMine features and operations in a format similar
to the reference manuals. You can look up topics in a
hierarchical Contents, look up a topic by an entry in
the Index, or Find a topic by key word(s) or phrases.
· online How Do I: contains step-by-step procedures for a
variety of frequently performed tasks.
· online Referentia Tutorial: contains interactive,
multimedia tutorials for commonly performed
operations.
· online Release Notes: list new, changed, and improved
features in the revision of GoldMine running on your
system. You can either view this document onscreen,
or print the document.
If you can configure GoldMine to connect to your Internet
Service Provider, you can additionally access the following
resources:
· FrontRange Solutions Web site: accesses the corporate
Web site that contains the latest product information,
in-depth technical documents covering procedural
instructions and troubleshooting, utility programs and
enhancements for GoldMine and GoldSync.
· FrontRange Solutions newsgroups: connects you with
other users and GoldMine Technical Support. You can
read and submit posts about issues and experiences
with GoldMine.
1-2 GOLDMINE 5.5 AT A GLANCE
Other GoldMine Technical Publications
· GoldMine 5.5 Installation Guide: provides procedures to
install a single-user copy or network edition of
GoldMine, upgrade a previously installed version to
GoldMine 5.5, add or change your licenses, and
troubleshoot any installation-related issues.
· GoldMine Reference Manual Suite (.PDF included on the
product CD-ROM; printed edition available for
purchase from FrontRange Solutions): contains
Maintaining GoldMine, Synchronizing with GoldMine,
and Integrating with GoldMine.
· GoldSync Administrator’s Guide (.PDF only)
Contacting Technical Support
FrontRange Solutions offers many avenues of technical
assistance to meet your needs. GoldMine users can access the
following sources of free support:
· GoldMine Technical Support Newsgroups
· Searchable Online KnowledgeBase
· Technical FactsBack Documents
· Support download area of FrontRange Solutions’ Web site
The following sections describe each type of support.
GoldMine Technical Support Newsgroups
You can access the support newsgroups from a standard Web
browser or from a newsreader. Messages that you post to the
newsgroups will receive responses from other users, GoldMine
resellers, as well as from dedicated FrontRange Solutions Technical
Support engineers. You will usually receive a response
within one day—sometimes as quickly as just a few hours!
Online KnowledgeBase Support Downloads from the FrontRange
The Online KnowledgeBase is a searchable collection of Solutions Web Site
technical information compiled by FrontRange Solutions Our World Wide Web page is located at:
Technical Support. Designed to help you troubleshoot and
resolve issues within GoldMine, this resource contains many http://www.frontrange.com
helpful hints and tips and is available 24 hours a day, seven
days a week. The Support downloads area of the FrontRange Solutions
Web site contains many valuable resources, including:
FactsBack Documents
· Demo versions of GoldMine and third-party products
The FactsBack Document Service is a library of technical
documents that cover a wide range of topics, including step- · GoldMine manuals
by-step instructions for commonly used GoldMine and
GoldSync operations, and troubleshooting error messages. · Industry templates
You can also get in-depth technical information about
GoldMine and GoldSync, and how they work with your · Utility programs
network, business, and other software products. You can
download FactsBack documents from our World Wide Web · User submitted utilities
page, or call 310.459.1222 from a fax machine with a handset,
and select 3 for the Fax on Demand system. FactsBack #998 is · Other information that can help you to get the most
the index of all FactsBack documents. out of GoldMine

INTRODUCTION 1-3
Other GoldMine Resources
In addition to using support resources offered by FrontRange
Solutions, FrontRange Solutions Partners and GoldMine
Authorized Trainers can assist your organization with
installing, maintaining, and running GoldMine and
GoldSync. While Technical Support does not provide
training or “walkthroughs” of GoldMine features, GoldMine
Solutions Partners are available to provide these services.

Local FrontRange Solutions Partners

FrontRange Solutions Partners are GoldMine-certified
computer consultants. They offer technical support, systems
analysis, training, and consulting for GoldMine. They can
come to the site and offer support beyond that which can be
accomplished over the phone. In addition, they can help to
analyze a company’s GoldMine needs and customize
GoldMine to best meet those needs. For a list of
FrontRange Solutions Partners in your area, visit the
FrontRange Solutions Web site at
http://www.frontrange.com/locator/vicinity.asp,
check the Enhancement Guide included in the GoldMine
software package, or call FrontRange Solutions’ Sales
Department for GoldMine at 800.654.3526.

GoldMine Authorized Trainers

GoldMine Authorized Trainers can provide onsite training to
meet a variety of organizational needs. For details, visit the
FrontRange Solutions Web site at http://www.frontrange.com,
check the Enhancement Guide included in the GoldMine
software package, or the GoldMine Software’s Sales
Department for GoldMine at 800.654.3526.

1-4 GOLDMINE 5.5 AT A GLANCE

IN THIS CHAPTER
2
Start GoldMine
Important Terms
GoldMine’s menus and
T his chapter shows how to start GoldMine, and how
toview the basic menus and displays that you will
use while working with your contacts and your schedule.
Look at
GoldMine
The GoldMine work area and the contact record—the basic
displays working unit in GoldMine—is introduced.
Contact records You will see how to get help while you work—either
Get help! descriptions of windows and fields, or step-by-step
Log away from GoldMine procedures for using GoldMine to perform a variety of
everyday tasks.
Exit GoldMine
You will also see how to log away from GoldMine when
you need to leave your desk temporarily, or to exit
GoldMine when you want to quit working for a longer
period.

LOOK AT GOLDMINE 2-1

Important Terms
The following terms identify parts of GoldMine’s display that
you will use while working.
contact record
Standard unit of information in GoldMine; incorporates
standard Rolodex® information, such as name, company,
phone, and address. A contact record also serves as the basis
for all scheduled work in GoldMine, acting as the central link
between GoldMine’s Calendar and History by maintaining
all past and pending events related to the individual contact
records in the GoldMine database.
When multiple windows are open in your GoldMine work
space, an active contact record is the one on which operations
will be performed. The title bar of an active record appears in
a different color than other records or items occupying the
work area.
Main Menu
Bar display located directly under the GoldMine title bar that
organizes the first level of commands in functional groups,
such as File and Edit; each group contains a pull-down menu
of commands.
browse window
Format used to display lists of data items online. GoldMine
uses browse windows to display lists of contacts, Calendar
events, reports, and many other items. Although there are
many types of windows used in GoldMine (data windows,
menu windows, etc.), browse windows are easily recognized
by their column style display of information.
2-2 GOLDMINE 5.5 AT A GLANCE
lookup
Special type of browse window that can be customized to
contain frequently used or code-specific entries. Security
options can control lookups to ensure user input and allow
standardization of data.
local menu
Set of commands available in some browse windows and
accessed by double-clicking on a field. The commands affect
only options or information in the currently selected browse
window.
status bar
Bar display located at the bottom of the GoldMine work area.
The status bar shows system-related information, such as
time, date, user, and the status of @ and ]. A segment
of the status bar can show a brief description of a highlighted
menu command or a toolbar icon touched by the mouse
pointer.
work area
Part of the GoldMine window that displays open contact
record(s), the Calendar, Activity List, and any other opened
windows. Although you can open, position, and size
multiple contact records in the work area, only one
contact record can be active at a time.

TIP
If GoldMine is not a listed item on
the Programs menu, navigate
through the menus to reach the
location where the GoldMine icon
and program name appear.
Start GoldMine
1 Double-click the GoldMine
shortcut icon on your 1
Windows desktop, or from
the Windows task bar,
select Start, then select
Programs|GoldMine 5.5.
2 Type your Username.
3 Type your unique Password.
4 Select OK.
2 3 4
LOOK AT GOLDMINE 2-3
GoldMine’s Work Area
GoldMine’s display is divided into three parts—top, middle, and bottom. The top portion of the window contains the program
title bar, the Main Menu, and the toolbar. The middle portion of the screen is called the work area. GoldMine uses this area to
present the various contact, calendar, and other information displays that you can request. The bottom line of the window is
called the status bar, and contains information such as the current date and time, the name of the logged user, and the shift-
state of @ and ].
title bar

toolbar

contact record

work area

status bar

2-4 GOLDMINE 5.5 AT A GLANCE

Main Menu Select a Main Menu
command with your
The Main Menu bar offers the
first level of commands, which mouse 1
are displayed in pull-down
menus, as in most Windows 1 Select Contact.
applications. In GoldMine,
2 Select Take a Phone Message
these menu commands will
by pointing and clicking
relate all the operations to a
with your mouse.
given user: contact record(s), 2
Activity List(s) or Calendar(s).
You can use either of two Main
Menu configurations:
· Default GoldMine 5.5 Select a Main Menu
Main Menu command from
· GoldMine 4.0 Main the keyboard
Menu
1 Press a, then press N,
TIP which is the underlined
You can configure GoldMine 5.5 to letter of the Contact menu
run the default GoldMine 4.0 Main command.
Menu configuration from the
Edit|Preferences|Misc tab. 2 Press either y or P for the
Select Use the old GoldMine 4.0 Take a Phone Message
menu. command.

LOOK AT GOLDMINE 2-5

Browse Windows
Many dialog boxes in Column display
GoldMine contain browse of information
windows, which are lists of
entries, such as names,
calendar events, reports, etc. scroll
arrow
All of GoldMine’s browse
windows display information
in columns.
You can drag the scroll box up
or down in the scroll bar to scroll
navigate through the listed box
entries. When you release the active
record
mouse button, the browse
window remains at the scroll
position to which you bar
scrolled. However, the scroll
box snaps back to the middle
of the scroll bar. Use scroll
arrows to move incrementally
through the listings for a
selection.
To scroll through records
using the keyboard, select an
entry in the list, then press w
or y.
The active record has
input focus. To select another
record, either press w or y
to move the highlight bar, or
position the mouse pointer on
the record, then click to select
the record.

2-6 GOLDMINE 5.5 AT A GLANCE

Lookups
Lookups are a special type of
browse window that you can
access by clicking in those
fields for which frequently
used or standardized entries
are appropriate. GoldMine’s
lookups allow you to set up
standard values for many of
GoldMine’s data entry fields.
These lookup values can be
used to save time during
routine data entry or to
maintain uniformity in
GoldMine’s data fields.
Select values 1
2
from a lookup
To work with a lookup, try the
following procedure to place a
title in a contact record:
1 Click the cursor in the Title
field of a contact record.
2 Click to display a list of
predefined entries.
3
3 Click the entry that you
want.

TIP Add entries to a

To place multiple values in a single 1
field, type: lookup
· Semicolon (;) after the entry to 1 From the lookup window,
append the new value after select New.
existing data in the field.
GoldMine inserts a comma 2 Type the value that you
between entries. want to add.

· Percentage sign (%) after the 3 Click OK.

entry to append the new value
before existing data in the field.
GoldMine does not insert a
comma between entries.
Selecting a lookup entry without a 2
semicolon or percentage sign will
overwrite any existing field entry. 3

LOOK AT GOLDMINE 2-7

Graphical
Clock
You can display a graphical
clock to set time in any of
GoldMine’s time fields.
Set time with the
graphical clock
1
1 Press m or click in a time
field.
2 Click on the interval marks at
the perimeter of the clock to 3
change the time by 15-minute
increments.

3 To select morning hours, click

the am radio button, or to select
afternoon or evening hours,
click the pm radio button. 2

4 Select OK.

2-8 GOLDMINE 5.5 AT A GLANCE

TO SET TIME FROM THE KEYBOARD, BY PRESS [UP-ARROW] OR [DOWN-ARROW] IN A TIME FIELD. GOLDMINE
CHANGES THE TIME ENTRY BY FIVE-MINUTE INCREMENTS.
Graphical Set a date with the
graphical calendar
Calendar
1
You can display a graphical 1 Press m or click in a date
calendar to set the date in any field.
of GoldMine’s date fields.
2 To change the calendar
display to earlier or later
TIP dates, select Month and/or
To return to the current date from Year.
any graphical calendar display, 3
select Today.
3 Click on the date that you
want.

4 Click Select.

LOOK AT GOLDMINE 2-9

Status Bar
The status bar appears at the
bottom of the GoldMine
window, and contains the
following information:
· Currently open contact
open status of your date time
database
database @and ] user name
· Your user name
· Status of @ and ]
· Date and time
The figure shows the status
bar display.
The status line also displays
brief descriptions of
GoldMine’s menu commands
when you highlight them, or,
in the case of the toolbar, when
you point to the icon.

2-10 GOLDMINE 5.5 AT A GLANCE

Contact Record
GoldMine is centered around
contact records. A contact’s
record is like an advanced
Rolodex® card, containing
such basic information as the
name, address and telephone
numbers of a person or
company with which you have
a relationship. Almost
everything you do with
GoldMine relates back to a
contact’s record.
You can have more than one
contact record open, and you
can position and resize
multiple contact records within
the work area. However, one
contact record must remain
open in the work area.
The contact record is divided
into two major parts:
· Upper part contains the
primary or main contact
information: name,
address and telephone
number(s), and five user-
definable fields.
· Lower part organizes
secondary information,
such as pending activities
and history records in tab
folder displays.

LOOK AT GOLDMINE 2-11

Online
Resources
In addition to Help Topics and
How Do I? files, the Help menu
offers the following resources:
· Referentia Tutorial: provides
video-style tutorials for
commonly performed
operations.
· Release Notes: starts Word
and displays a document
that describes new,
changed, and improved
features.
· Newsgroups: Internet
resource that you can use
to interact with other users
and GoldMine Technical
Support.
· GoldMine Web Site:
displays the FrontRange
Solutions World Wide
Web home page, from
which you can access
product information,
technical support, news,
and more.
To access the Newsgroups or
GoldMine Web Site, you must
configure GoldMine to connect
to your Internet Service
Provider.
2-12 GOLDMINE 5.5 AT A GLANCE
Get help! 1
1 Select Help, then select either:
· Help Topics:
comprehensive
information about
GoldMine.
· How Do I: procedures for
commonly used features.
2 Double-click the book icon. 2
3 Double-click the topic page 3
icon for the topic that you want
to view.
4 To “jump” to a related topic,
click on any green, underlined
text.
5 To print a topic, select Print.
8
7 6 5
6 To return to the previously
displayed topic, select Back
above the topic display.
7 To return to the Contents tab,
select Help Topics.
8 When done, click .
4
Logging In
and Out of
GoldMine
When leaving GoldMine for a
period of time, you can select a
method of logging away, and
post information about your
current location for your team
members, as well as the the
time and date that you expect
to return.
TIP
If you ask GoldMine to wait as a
minimized application, from the
Windows task bar, click
GoldMine 5.5 in the task bar to
maximize GoldMine.
Log away
from GoldMine
1 Click File|Log Away.
Type your planned
2
destination, select a
location from the lookup, or
select one of the “standard”
locations, such as At lunch.
1
3 Select your return time from
the graphical clock, or select
one of the “standard” time
periods, such as 5 min.
4 Select your return date from
the graphical calendar, or
click Tomorrow or On
Monday.
5 Select either: 2
· Logout: logs you out of
GoldMine
· Wait for me: minimizes 3
GoldMine, and requires
your password to
return.
LOOK AT GOLDMINE 2-13
Quitting Exit GoldMine 1

GoldMine 1 Select File

Quit GoldMine when you are 2 Select Exit.

done working for the day or a
longer period of time.

TIP
To quit GoldMine using the
keyboard, either:
· Press a-F to access the
File menu, then press X
to select Exit.
· Press a-o. 2

2-14 GOLDMINE 5.5 AT A GLANCE

IN THIS CHAPTER
3
Add a contact
Import contacts from
another application
T he contact record is the center of GoldMine. Once
you create a record for a contact, GoldMine connects
all information related to the individual back to his
Work with
Contacts
contact record. In addition to identifying data, such as
View multiple contacts company, address, e-mail address, and phone data, all
Look up contacts scheduled and completed activities are linked to and
Edit contact information recorded in the contact record.
Copy contact information In this chapter, you will see how to create a contact
record, or how to import all of your contacts from another
Delete a contact record
program. You will see how to look up your contacts, how
Open another contact to edit or delete contact records, and how to open another
database contact database.

WORK WITH CONTACTS 3-1

Recording Add a
contact record
Information
1
about Contacts 1 Click .

Information about contacts 2 Type the name of the

falls into two general contact’s Company.
categories:
3 Type the full name of the 2
· Contact information: fixed
Contact.
data about your contacts,
such as name, address, 3
4 Type a ten-digit Phone
product interest, industry Number, such as 6
or project affiliation. 4 5
6025551234, in this field.
· Activity information:
related, time-specific, or 5 Type the number for a 7
event-based data about telephone Ext.
your contacts, such as 8
calls, appointments, 6 To enter telephone
9
letters or tasks. numbers for other
countries, select
Each time you, or any user in
International Format.
your organization, adds a
contact to GoldMine’s 7 Type the contact’s E-mail
database, a contact record is 10
Address.
created.
8 Type the Web Site address
TIP for the contact or the
International Format enters the contact’s organization.
telephone number without the
formatting used for U.S. and 9 Accept the default
Canadian telephone numbers. Duplicate Checking options.

10 Select OK.

3-2 GOLDMINE 5.5 AT A GLANCE

Adding Add basic
information to a
Information contact record
Once GoldMine creates a
contact record, you will want 1 Select Dept from the lookup.
to add basic information, such 1
as your contact’s title, fax 2 Select a Title from the 2 3 11
number, and other key data. lookup. 4
5 12
3 Select the salutation to use 6
for the contact in letters, 7
such as Mr., Mrs., or Dr.,
from the lookup.

4 Select the Source of your

introduction to the contact
from the lookup.

5 Type the street Address.

6 Type additional Address

information, such as a suite
number.
TIP
Once you enter a ZIP Code from 7 Type the ZIP Code. Press v. 8
the ZIP Code Profile dialog box,
GoldMine adds the ZIP Code to 9
8 Type the full City name.
your database. In the future,
10
whenever you type this ZIP Code
9 Select the State from the
in the Zip field of a contact record,
GoldMine automatically generates
lookup.
the City and State entries for the
contact record. 10 Select OK.

11 Type the FAX number.

12 Press ein Contact Type.

WORK WITH CONTACTS 3-3

Adding Data in Tab Folders
A record can contain a full range of information that is
categorized in tab folders. After you install GoldMine, the
contact record has a tab bar that contains three banks of tabs,
as shown in the following figure.
The first two banks of tabs contain GoldMine’s standard tab
folders.
Summary
Provides available details on activities for the selected
contact record. GoldMine automatically generates the
information in these fields whenever an activity is scheduled
or completed.
Notes
Displays general, “fixed” information about a contact.
Contacts
Displays information about additional contacts, or those
individuals associated with the primary contact, such as a
secretary. You can also use the Contacts tab to store alternate
address information, such as a billing address or branch
office.
Fields
Displays up to 20 field views, and roughly 999 customizable
fields. Upon installation, GoldMine provides two standard
screens, the End User Screen and Tech Support Screen. Each
screen can hold additional detailed information for the
selected contact record.
3-4 GOLDMINE 5.0 AT A GLANCE
Details
Displays an unlimited number of fields to store
supplemental information for the contact record, such as
E-mail Address, Web Site address, and credit card(s).
Referrals
Displays bidirectional record associations that link a given
contact record with one or more other contact records in the
open contact database. These referrals may be used to
automate and track the distribution of an organization’s
leads or related records. This tab displays date, referral,
reference and user information for the association(s)
pertaining to the given contact.
Pending
Displays date, time, user, and reference information for all
the upcoming or scheduled activities that are related to this
contact.
History
Displays date, activity, user, and reference information for
all the completed activities that are related to this contact.
Links
Lists all available documents or applications associated with
this contact record. Using the commands available in the
Links tab, you can link additional documents or applications
on your system directly with the contact record. In the Links
tab, each entry includes information about the document,
type, file, date, and user.
To access the second bank of tabs, click . The second Opptys
bank includes the following tabs: Displays sales opportunities to which the contact is linked.

Members Projects
Displays the groups to which the contact belongs. Groups Displays long-term projects to which the contact is linked.
are a way of creating subsets of records from a very large
database.

Tracks
Displays Automated Processes™ tracks assigned to the
contact record. A track consists of one or more events, which
are step-by-step instructions GoldMine must evaluate to
perform a specified series of activities.

WORK WITH CONTACTS 3-5

Entering Notes Add notes to a
You can store details about
contact record
“fixed information” in the
1
active contact record. While 1 Click .
you should store activity-
related notes with the activity 2 Type any text that you want
record, GoldMine’s Notes tab to add to the contact
is good for general record.When done,
information, such as a press |.
contact’s preference to meet at
his own office instead of a 3 Select Yes.
vendor’s location.
GoldMine automatically
displays the amount of notes
text in bytes on the status line
whenever you save an entry. 2
Although the Notes tab can
hold up to 64,000 keyboard
characters, only a fraction of
this total can be displayed at a
time. To read through the
entire text, click on the scroll
arrows on the scroll bar
located to the right of the tab.
3
TIP
You can also save a note entry by
clicking with the left mouse button
outside the Notes tab.

3-6 GOLDMINE 5.5 AT A GLANCE

Importing Data
into GoldMine
If you have been maintaining
your contacts with another
program, you will want to
import those records into
GoldMine in a single
operation. Importing data is
easy with the GoldMine Import
Wizard. A wizard provides a
window-by-window
procedure that simplifies a
task. Using the GoldMine
Import Wizard, you can map
records from another program
into GoldMine using criteria
in a predefined profile, or by
defining your own profile.
SEE ALSO
For details about “Working with
the Import Wizard,” see the online
Help topic group, “Managing
Information.”
Import contacts
into GoldMine
Follow these steps to import
1
contacts from a contact
manager, such as ACT! or Ecco.
1 Select Tools|Import/Export
Wizard|Import Contact Records.
2 Select Import a new file using
an existing profile.
3 Select the file type.
4 Click Next>.
2
5 Type the path and file name
to access your old contact
file. 3
6 Select the application from
which you want to import 4
records, or click to
navigate through your
system.
5
7 Click Next>. Follow the
directions provided by the
wizard. 6
WORK WITH CONTACTS 3-7
Viewing View multiple
contact records
Multiple
1 Select View|New Contact
Contact Window. 1

Records 2 Work with the new record,

or click the title bar of the
You can view two or more record with which you want
contact records in your work to work.
area.When you select another 2
contact record, GoldMine
displays the next record in the
contact file in front of the
originally displayed record.
The record in front becomes
the active record.

3-8 GOLDMINE 5.5 AT A GLANCE

Looking up Look up a contact by
basic information
Contacts
Using GoldMine, you can 1 Click . 1
search for a record by one of
the following methods: 2 Type a Find Value.
· Primary contact
information 3 To search by different 2
information, select a Sort 4
· Any field entry 3
Order field.
· Any profile
· Location of the record in 4 To run a search for
the database additional contacts in the
database, select Additional
GoldMine’s searches are not Contact.
case-sensitive.
5 Press e to display the
TIP record.
As you type a partial or complete
Find Value, GoldMine updates the
Contact Listing display; the
record with the search field that
matches the Find Value is
highlighted.
If no record exactly matches the
entered search value, GoldMine
displays the closest match.

WORK WITH CONTACTS 3-9

Searching for Look up a contact by
any type of
any Type of information
Information 1 Select Lookup|Text Search,
The fastest way to find a then select Primary Fields,
contact record is to search Fields Below Tabs, Notes, or 1
based on primary contact All Fields.
information as described in
the previous section. 2 Type a complete or partial
However, you can find a Search String.
record based on information
contained in any GoldMine 3 When done typing, select
field. Search.
2
4 To move through the
TIP contact records that contain
Lookup|Text Search contains the
a match to the Search String,
following commands:
click Prev or Next.
· Primary Fields: searches all
fields in the upper portion of
the contact record. These
fields are members of 3
CONTACT1.DBF.
· Fields Below Tabs: searches
all fields in the Summary
and Field tabs. These fields
are members of
CONTACT2.DBF.
· Notes: searches the Notes
field in all contact records.
· All Fields: searches every
field.
4

3-10 GOLDMINE 5.5 AT A GLANCE

Searching for a
Contact based
on Detailed
Information
You can perform a search
based on any type of
information that you routinely
store in a contact record. For
example, you may want to
record birth date information
about each contact so that you
can send birthday cards each
year.
Search by a detail
record
1 Select Lookup|Detail Records.
2 Select the Detail category
from the lookup.
3 Select the Reference from the
lookup. 1
4 To move through the
contact records that contain
a match to the value, click
Previous or Next.
5 To list the records that have 2
the specified detail, select
Look up. 3
6 To find a detail record when 5
working with a large list, 4
type the Look up.
7 To display the contact
record corresponding to the
6
highlighted Detail Ref. entry,
select View.
7
8 Select OK.
WORK WITH CONTACTS 3-11
Finding a
Contact by
Record
Number
You can also search for a
contact by moving through
the database. For example, if
you want to find a
contact record that you
created before you received a
telephone call, but cannot
recall the name of that contact,
you can find the record
quickly by cycling through the
last-viewed records in the
database.
Find a contact by
record number
1 To move through contact
records in reverse order as
you have displayed them
during the current work
session, select Lookup|
Goto|Cycle Last Viewed
Records.
2 To find a record at a
specific location in the
database, select Lookup|
1
Goto, then select one of the
following commands:
· Next Record 2
· Previous Record
· Top Record 3
· Bottom Record

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

4 Type the Goto Record

number.
5
5 Select OK. 4

3-12 GOLDMINE 5.5 AT A GLANCE

Editing a Edit a contact record

Contact Record 1 Select Edit|Edit Contact.

If granted access privileges by 2 To move to any field in the

your system administrator, upper portion of the contact
you can add or change record, either press v, or
information in a contact click in the field that you
record. want to edit.
1
TIP
3 To add or change values,
The cursor appears in the last field
either type a new entry, or
accessed. For example, if you
select an entry from the
pressed | in the Contact field,
field’s lookup.
when you select Edit|Edit
Contact, the cursor reappears in
the Contact field.
3
2

WORK WITH CONTACTS 3-13

Copying
Contact
Information
You can copy information
from an active contact into
any Windows application.
3-14 GOLDMINE 5.5 AT A GLANCE
Copy contact
information into
another application
1 Select Edit|Copy Contact
Details.
2 Select one or more type(s)
1
of contact information by
checking the corresponding
box(es).
3 Click Copy.
4 To paste the copied text
into a file created by
another application, switch
to the application, position
your cursor in the file, then
2
press b-V.
Deleting a
Contact Record
If necessary, you can delete a
contact record, or specific
types of information from the
contact record, such as history
records.
Delete a
contact record
1 Once the contact record that
you want to delete is the
active record, select
Edit|Delete Contact.
2 Uncheck the boxes that
correspond to any type of
contact information that you 1
do not want to delete.
3 To prevent synchronizing
the deleted information,
uncheck Synchronize this
record’s deletions.
4 Select Delete.
WORK WITH CONTACTS 3-15
Opening a Open a database

Contact 1 To open a different contact

database, select File|Open
Database Database. 1

You can open another contact 2 Highlight the database that

database to work with other you want to open.
contacts.
3 Select Open File.
2

3-16 GOLDMINE 5.5 AT A GLANCE

IN THIS CHAPTER
4
Sort contacts in the
Contact Listing
Work with contacts in the
A s your contact database grows, you will want to
sort contacts to view, organize contacts based on
their relationships to an organization, and also to create
Organize
Sets of
subsets, or categories, of contacts based on different

Contacts
Organizational Chart criteria. For example, you might want to send a brochure
Types of contact subsets for a new product to only those contacts located in a test
Create sets of contacts market.
Use sets of contacts This chapter contains procedures for sorting contacts,
organizing them in an Organizational Chart (Org Chart),
Return to working with and for creating and using subsets of contact records.
all contacts

ORGANIZE SETS OF CONTACTS 4-1

Sorting
Contacts in the
Contact Listing
You can sort contacts in the
Contact Listing by any type of
information that you have
stored in the contacts’ records.
Many times, the easiest way to
sort contacts is by name.
However, you can also sort by
Company, or you can select
another field in the Contact
Listing.
TIP
If you do not want to change the
Contact Listing’s third column
display based on a selected sort
field, you can permanently assign a
field to the third column. Select a
field from the 3rd Column drop-
down list.
4-2 GOLDMINE 5.5 AT A GLANCE
Sort contacts in the
Contact Listing
1
1 Click .
2 To sort by a field other than 2
Contact name, such as City,
select from the Sort Order
drop-down list.
3 To automatically change
the browse window’s third
column to display the field
that you selected in step 2,
select Sync 3rd column w/Sort.
4 To automatically display
the contact record
highlighted in the browse 3
window, select Sync Contact
4
Window.
Managing Display the
Org Chart
Contacts in an
1 Use the Contact Listing to
Organizational display the contact that you
want to view.
Chart
Use GoldMine’s Org Chart to 2 Click .
organize a large number of 1
contacts within one company, 3 To view another contact,
or to group individuals from click next to the book or
different companies. folder that represents the
The Org Chart arranges division or department with
contacts in a tree-like structure which the contact is
to display a variety of associated.
information. Using 2
GoldMine’s Org Chart, you 4 To display the record of
can link individuals from another contact in the
different departments or organization, click the
positions within an contact’s name.
organization, or link
5 To close the Org Chart, drag
individuals from different
the separator bar to the left
organizations that are
side of the contact record.
associated with a project. 3
4
TIP
You can also access the Org Chart
by either of the following methods:
· Press b-Q 5
· Drag the left vertical slider
bar to the right
TIP
When you display any contact record
that has not been linked to an
organization, the left pane will be blank.

ORGANIZE SETS OF CONTACTS 4-3

Creating an
Organization
The graphic symbol that
represents the highest level of
an organization is a book. You
can quickly create a book.
TIP
You can change the properties of an
existing Org Chart book. Follow
steps 3–5 in the procedure to
the right.
4-4 GOLDMINE 5.5 AT A GLANCE
Create an
organization
1 Use the Contact Listing to 1
display the contact that you
want to link to the new
organization. Display the
Org Chart as described on
the previous page. 2
2 Right-click in the Org Chart
to display the local menu.
Select New Organization.
3 Right-click on the newly
created book icon. Select
Properties.
4 Type the Section Heading for
the new organization.
5 Select OK.
44
Creating a
Section
The graphic symbol that
represents subsidiary levels of
an organization is a folder.
Use folders to organize
contacts in divisions or
departments. You can quickly
create a folder.
TIP
You can change the properties of an
existing Org Chart section. Right-
click on the section to display the
local menu. Select Properties, then
follow steps 2–3, and 5 in the
procedure to the right.
TIP
When you place a new section
either Above or Below [book or
folder name], the two sections will
appear at the same level in the
hierarchy; that is, the new section is
not a subsidiary of the existing
section.
Create a section
1 Right-click in the Org Chart
on the book, folder, or
contact to which you want
to add a folder. Select New
Section.
2 Accept the contact’s name
that appears as the Section
Heading, or type a different 1
name.
3 To remove the link to the
selected contact, uncheck
Link to [contact’s name].
4 To place the new section
correctly in the Org Chart,
you can select either:
· Under [book or folder
name]: creates a section
that is a subsidiary of the 2
currently selected section. 3
· Above [book or folder
4
name]: moves the new
section above the
currently selected section. 5
· Below [book or folder
name]: moves the new
section below the
currently selected section.
5 Select OK.
ORGANIZE SETS OF CONTACTS 4-5
Linking a Link a contact

Contact 1 Right-click in the Org Chart

on the book or folder to
You can link a contact to any which you want to link a
level in the Org Chart. To contact. Select New Link.
display the record, click on the
entry in the Org Chart. 2 Double-click on the contact
in the Contact Listing. The
newly linked contact 1
appears below the contacts
TIP already linked to the same
To move a contact within the same level of the organization.
organization, click and hold the left
mouse button down on the
contact’s entry in the Org Chart.
Drag the contact to the new
position, then release the mouse
button.

4-6 GOLDMINE 5.5 AT A GLANCE

Deleting an Delete an entry from
the Org Chart
Organization,
1 Right-click on the
Section, or organization, section, or
individual organization
Member member that you want to
remove. Select Delete.
If necessary, you can delete
any level of the organization. If 2 Select Yes.
you delete a linked contact,
you do not delete the contact
record.

ORGANIZE SETS OF CONTACTS 4-7

Tagging
Records
Sometimes, you might want to
create a set of contact records
for use during one work
session. The easiest way to
create a set on-the-fly is by
tagging records. You can tag, or
select, multiple contact records
from the Activity List, or the
Contact Listing.
TIP
To tag multiple records, hold b
as you continue to click on contacts.
4-8 GOLDMINE 5.5 AT A GLANCE
Tag records
3
1 To tag a record from the
Contact Listing, press and
hold b, then click on the
record that you want to
include in the group.
2 To remove the tag from one
record, display the Contact
Listing, press and hold b,
then click on the highlighted
1
record that you want to 2
remove.
3 To remove all tags, either
close the Contact Listing, or
exit GoldMine.
Filters and Groups
You can create subsets of contact records based on selected
criteria. GoldMine provides two methods for managing data
subsets: filters and groups. Although each method makes a
database appear to contain only a portion of the contact
records, the two methods differ greatly in the way they
handle these subsets.
Filters
GoldMine’s filter expressions are actually dBASE
expressions that might seem slightly foreign to users.
However, GoldMine contains a filter generator that builds an
expression for you based on menu and browse window
choices.
GoldMine’s filters are based on Boolean expressions. Boolean
expressions are logical statements that have one of two
possible outcomes: true or false. For example, the statement
“The sky is clear” is either true or false, based on weather
conditions. If the sky is clear, the expression is true. However,
if the sky is not clear, the expression is false.
Whenever you activate a filter, the entire contents of the
database are evaluated based on the Boolean expression.
Those contact records that match the Boolean expression are
selected. The records that do not match are ignored by the
filter.
The following example shows how records are selected by a
filter.
For a specific project or campaign, you decide that you want
to create a group of your corporate clients located in Los
Angeles. To do so, you create the following Boolean
expression:
operator
City is equal to “Los Angeles”
operands
A Boolean expression consists of two parts: operators and
operands. The operands act as the data to be evaluated, while
the operator determines the comparison method that
establishes whether the statement is true or false in a
particular instance. As shown in the previous example, the
operands are City and Los Angeles, and is equal to is
the operator.
When this filter is active, pressing { and } displays
only those contact records in the database that are evaluated
as true for this statement. The filter evaluates each contact
record. If the record does not meet the condition(s) of the
statement, GoldMine continues to the next record and repeats
the process to find a contact record that does meet the
specified condition(s). GoldMine then displays this record. In
effect, the filter shrinks your database to present a subset of
only those contacts with addresses in Los Angeles.
By constructing simple Boolean expressions like the example,
or more complex ones that incorporate multiple operators
and operands, you can build and maintain an unlimited
number of filters to categorize the records in your database.
ORGANIZE SETS OF CONTACTS 4-9
Groups
A group is a fixed set of records that meets a specified set of
conditions. Once a group is created, access to the member
records is instantaneous.
Each GoldMine user can create an unlimited number of
groups, and each group can contain an unlimited number of
members. The only limitation is the space available on your
hard disk.

How Does a Group Differ from a Filter?

Working with groups can be more efficient than applying a
filter. Each time that you activate a filter, GoldMine searches
through the database for records that meet the criteria.
However, once a group is created, membership is fixed so that
you can work with the group members without performing
the search again.
Additional advantages of working with groups include:
· Faster information-processing than with filters because
GoldMine evaluates records only once, when you build
the group.
· Each member contact record remains in the group until
removed. However, a selected filter automatically
displays any new contact records added to the database
if they match the filter’s criteria since each record is
evaluated every time the filter is activated.
· Sorting to arrange records in your contact database as
needed.

4-10 GOLDMINE 5.5 AT A GLANCE

Creating a
Filter
GoldMine simplifies working
with filter expressions by
dividing the process into three
tabs that let you work through
the process step-by-step.
TIP
By default, a filter appears in
English.
Create a filter
1 Select Lookup|Filters.
2 Select New.
3 Type a descriptive Filter
Name.
1
4 To change the Owner who
controls the filter
expression, select a user
name from the drop-down
list. By default, this field
displays your user name.
5 To change the language in
which the expression
appears, select either Show
in English, or Show in dBASE.
2
6 Select the Build tab.
3 4
ORGANIZE SETS OF CONTACTS 4-11

TIP
The comparison Value is not case-
sensitive.
TIP
The Optimize tab contains options
to limit the range of records
GoldMine will have to search in
your database. Optimization creates
a “subset” before the filter is
applied. Optimizing the filter can
produce search results more
quickly.
4-12 GOLDMINE 5.5 AT A GLANCE
7 Select a Field name for
GoldMine to search for the
specified value, such as
Phone1.
8 Select an Operator, such as
Begins with.
7 8 9
9 Type a Value to which each 10
record will be compared, or
click to select from the
lookup.
10 Select Insert Condition. The
condition appears in the
expression window.
11 To increase the speed by 11
which GoldMine can select
records, select the Optimize
tab.
12 Select a Sort Order field from
the drop-down list.
13 To specify the first record to 12
which the filter should be
applied, type a Beginning 13
Limit. 14
14 To specify the last record to 15
which the filter should be
applied, type an Ending
Limit.
15 Select OK.
Activating a Activate a filter

Filter 1 Select Lookup|Filters.

Once a filter expression has 2 Highlight the filter that you

been created, you must activate want to apply, then select
the filter. Then you can use the Activate.
filter in an operation, such as
performing a global replace
based on that filter.
While the filter is activated, the 1
name of the filter will appear
in the title bar of the contact
record.
If you have several contact
records in GoldMine’s
workspace, but none of the
contact records are active— 2
such as if you have been
working with the Activity List or
the Calendar, GoldMine applies
the filter to the last used
contact record.

TIP
GoldMine’s Filters tab contains a
record for each defined filter
expression. Filter expressions are
arranged alphabetically by Filter
Name in the browse window.

ORGANIZE SETS OF CONTACTS 4-13

Releasing Release a filter

a Filter 1 Select Lookup|Filters.

Once a filter is activated, you 2 To deactivate a filter, select

must release, or deactivate, the Release.
filter before you can return to
working with the entire 3 To close the Filters and
contact database. Groups window, click . 1

4-14 GOLDMINE 5.5 AT A GLANCE

Creating a
Group
Adding a group consists of
two operations: creating the
group, then adding members
to the group.
TIP
The Groups tab contains two
displays:
· Upper pane lists all of the
groups that the selected user
has defined.
· Lower pane lists all the
members of the group that is
highlighted in the upper
portion. The members are
arranged by the Sort code,
which can be defined when you
first build the group.
TIP
By default, GoldMine does not
synchronize the group because
synchronizing a group list requires
GoldMine to track a lot of
information. This option is available
only when creating a group, not for
later modifications.
Create a group
1 Select View|Contact Groups.
2 Right-click in the upper
pane. Select New. 1
3 Type a Group Name.
4 To assign an identification
Code, either type a value, or
click to select from the
lookup.
5 To assign ownership to a
different User, select a name
from the drop-down list.
2
6 To create a group without
adding members, uncheck
Build the Group.
7 To synchronize group
updates, select Synchronize
group.
8 Select OK. If you accepted the
3
default selection of Build the
Group, continue with step 9.
4 5
6 7
ORGANIZE SETS OF CONTACTS 4-15
TIP
Some group-building methods are
available only if you have already
performed another operation.
9 Select a method by which to
add group members.
10 Select Next>. Follow the
instructions provided on
each wizard screen.

SEE ALSO 9
For details about working with the
Group Building Wizard, see
“Building a Group” in the online
Help.

10

4-16 GOLDMINE 5.5 AT A GLANCE

Activating a Activate a group

Group 1 Select View|Contact Groups.

Once a group has been added, 2 Highlight the group that 1

you must activate the group to you want to activate, then
use the group in an operation, select Activate.
such as performing a global
replace based on that group.
While the group is activated,
the name of the group will
appear in the title bar of the 2
contact record.

ORGANIZE SETS OF CONTACTS 4-17

Releasing a Release a group

Group 1 Select View|Contact Groups.

Once a group is activated, you 2 Select Release.

1
must release, or deactivate, the
group before you can return to 3 To close the Filters and
working with the entire Groups window, click . 3
contact database.

4-18 GOLDMINE 5.5 AT A GLANCE

IN THIS CHAPTER
5
Schedule a telephone call
Auto-dial the telephone
Record call length
A ctivity information is always associated directly
to specific GoldMine users, but may not always be
related to the contacts in GoldMine. Users can schedule
Schedule
Activities
unlinked activities that are not associated with a contact,
Schedule an activity such as a monthly staff meeting. However, since most
user activities relate to contacts, GoldMine automatically
View activities
links an activity to the contact’s records.
Use your Calendar to GoldMine defines both linked and unlinked activities as a
schedule an activity user’s tasks or work. You can enter detailed information
Check the schedules about tasks that have been performed, or about upcoming
of others tasks. These activities can be used to delegate work, plan
Set up a to-do list personal calendars, or establish routine operations.
This chapter contains procedures for scheduling calls,
viewing scheduled activities, calendar, and completed
activities. In addition, procedures show how to check the
schedules of other team members, and to set up a
to-do list.

SCHEDULE ACTIVITIES 5-1

Scheduling a Schedule a call

Call 1 Display the contact whom

you want to call, then
1
You can schedule a call in
click .
advance, and enter details to
help you make and record the
2 Select the activity Code from
call successfully. the lookup list. 2 3
TIP
To schedule a call for an additional 3 To assign a Color to the 7
4
contact associated with the active activity for display in the
record, select the name from the Calendar, select your choice 8
Contact drop-down list. from the drop-down list. 5

4 Type a descriptive Reference

for the call, or select from the
lookup list.
6
5 Type Notes to add details
about the call.

6 To add the message to the

Pending tab of an existing
opportunity or project, select
an entry from the
Opportunity/Project drop-
down list. You can also
create a New opportunity or
project.

7 Set the Date on which you

want to schedule the call.

8 Set the Time that you will

make the call.

5-2 GOLDMINE 5.5 AT A GLANCE

9 Type the anticipated
Duration of the call.

10 To activate the pop-up

alarm for this call, check
Alarm.

11 To schedule a call that is not

associated with the active 9
contact record, such as
scheduling a call to a friend 10
on his birthday, uncheck
Link. 11

12 Select Schedule.
12

SCHEDULE ACTIVITIES 5-3

Auto-dialing a
Telephone
Number
Using GoldMine’s auto-dialer,
you can perform hands-free
dialing to a specified
telephone number in the
contact record. To use this
feature, you must have a
modem installed in your PC,
set up in Windows 95/98, and
configured in the Modem tab of
the Preferences window.
TIP
When the auto-dialer starts to dial
the telephone number, GoldMine
also starts the timer, which can be
seen in the status bar at the bottom
of the work area.
TIP
Once you pick up the call, the
Complete a Call Back dialog box
appears.
5-4 GOLDMINE 5.5 AT A GLANCE
Auto-dial a
telephone number
1 In the Pending tab of the
active contact record,
1
highlight the call that you
want to make, if more than
one call is scheduled.
2 Select Contact|Dial Phone.
2 3
3 Select a telephone number
command, such as Phone1.
When you select a telephone
number, GoldMine starts to
dial the specified number
from the contact record.
4 To set GoldMine to complete
the connection and wait for
you to select Pick up before
closing the modem port,
select Complete a call.
Otherwise, pick up the
handset before the modem 4 5
completes dialing.
5 To take control of the call,
select Pick up.
Recording Call Record call length

Length 1 Select Edit|Timer|Start Timer.

2 When your call is done,

When you select any option select Edit|Timer|Stop Timer.
from the Contact|Dial Phone
menu, GoldMine starts the call
timer. When the call activity is
completed, GoldMine stops the
timer and records the length of
the call in the activity’s
Duration field. GoldMine does
not store the call time until the 1
Complete dialog box is closed.
This allows you to record
information in the dialog box
while the call is in progress.

TIP
The timer can also be manually
started, stopped, reset, and
restarted from commands on the
Edit|Timer menu.

SCHEDULE ACTIVITIES 5-5

Scheduling an
Activity
You can schedule eight types
of activities in GoldMine. The
procedure is the same for five
of the activity types—calls,
next actions, appointments,
other actions, and events.
However, scheduling an
appointment might involve
handling a greater number of
factors—such as multiple
participants, facilities, and
equipment—than scheduling a
telephone call to a contact.
5-6 GOLDMINE 5.5 AT A GLANCE
Schedule an activity
The following procedure shows
how to schedule an
appointment, but you can follow
the same steps to schedule other Follow the same steps to
activity types mentioned in the 1
schedule five types of activities
first column.
1 Display the contact for
whom you want to schedule
an activity, then select
Schedule|Appointment.
2 Type a three-character
activity Code, or select from
the lookup list.
2 3
3 To assign a Color to the
activity for display in the 4
Calendar, select your choice
from the drop-down list.
5
4 Type a descriptive Reference
for the activity, or select from
the lookup list.
5 Type Notes that provide
additional information
about the activity.

TIP
The “owner” of an activity record
has full access and editing rights,
and can control whether other
users can view details about the
record.
TIP
While other users can view
information about the activity type,
date, and user in the Pending tab
of the contact record, the Reference
column shows that the creating
user designated the activity as
private.
6 To add the activity to the
Pending tab of an existing
opportunity or project,
select an entry from the 7
Opportunity/Project drop-
down list. You can also
8
create a New opportunity or
9
project.
10
7 To designate another user
as the owner of the record, 11
select a name from the
Primary User drop-down list. 6 12
8 Type the Date on which you
want to schedule the
activity, or set a date from
the graphical calendar.
9 Type the Time that you will
make the call, or set the time
from the graphical clock.
10 Type the anticipated
Duration of the call.
11 To activate the pop-up
alarm for this call, check
Alarm. If necessary, you can
change the default time and
date for the Alarm.
12 To limit the display of code,
reference, and notes about
the activity to you, the
recipient, and users with
Master Rights, select Private.
SCHEDULE ACTIVITIES 5-7
 13 To be notified when, and if,
activities scheduled for other
users are completed, select
RSVP.

14 To schedule a call that is not

associated with the active
contact record, such as
scheduling a call to a friend
on his birthday, uncheck Link.

15 To send an e-mail message to 14

any participating user(s), 13
select Notify. If the activity is 15
scheduled for the current date,
selecting Notify will display an 16
alarm to the user(s).

16 Select another tab to set up

other arrangements for the
activity, or select Schedule.

5-8 GOLDMINE 5.5 AT A GLANCE

Selecting
Participants
By working with the Users tab
in the Schedule window, you
can delegate tasks to other
networked or distributed
GoldMine users.
TIP
To remove users and/or groups,
double-click on the name(s) in the
Additional Users pane.
Add participants
to an activity
1 Select the Users tab.
1
2 To designate a different
user as the “contact point,”
2
select a name from the
Primary User drop-down list. 3
3 To include additional users
or user groups in a
scheduled activity, click on
the Additional Users check
box, then double-click on 4
the names in the User List
and/or User Group List to
add the names to the 5
Additional Users pane.
4 To send blind e-mail to the
additional users or user
groups selected in step 3,
click on the Send Blind E-mail
check box.
5 Select another tab to set up
other arrangements for the
activity, or select Schedule.
SCHEDULE ACTIVITIES 5-9
Reserving
Resources
A user with Master Rights can
assign equipment and
supplies to a pool of resources.
Once assigned, any user can
reserve these resources for an
activity.
TIP
To cancel the reservation of an item,
highlight an item in the Selected
Resources list, then click on
Remove>>.
To cancel the reservation of multiple
items, press b and click on each item
that you want to remove, then
select Remove>>. Once the
reservation is cancelled, the item(s)
appear in the Resource List.
Reserve resources
for an activity
1 Select the Resources tab.
1
2 To select one item, double-
click on the item listed in the
Resource List.
3 To reserve multiple items, 2
press b and click on each 3
item listed in the Resource
List that you want to reserve,
then click <<Select.
4 Select another tab to set up
other arrangements for the
activity, or select Schedule. 4

SEE ALSO
For details on setting up resources,
see “Defining Available Resources”
in the online Help.

5-10 GOLDMINE 5.5 AT A GLANCE

Scanning for
Available
Time
GoldMine locates available
meeting times by scanning
each participant’s Calendar
and blocking off unavailable
times. When done, GoldMine
displays the available times for
selection.
TIP
If a type of activity is not checked,
GoldMine ignores occurrences of
that activity on the Calendars of
included users. GoldMine does not
scan for scheduled events.
Find a time open for
all participants
1 Select the Available Time tab.
2 Type the number of minutes
1
or hours for the Duration of
the activity. If necessary,
select either Min or Hr from
the time increment drop-
down list.
2 7 8
3 Type the earliest acceptable
Start Time to begin the 3
meeting. 4
4 In the to field, type the latest 5
acceptable time to end the 6
meeting.
5 In the Scan Date field, type
the earliest acceptable date
to hold the meeting.
6 In the to field, type the latest
acceptable date to hold the
meeting.
7 Check the boxes
corresponding to days of
the week that are acceptable
for scheduling the meeting.
8 Select one or more of the
activity types for GoldMine
to scan.
SCHEDULE ACTIVITIES 5-11
 9 Select Scan. When done,
GoldMine displays the open
blocks of time shared by all
users in the Available Time
pane.
10
10 To select a time slot, click on
one of the listed blocks listed
in the Available Time pane.

11 Select another tab to set up

other arrangements for the
activity, or select Schedule.

9
11

5-12 GOLDMINE 5.5 AT A GLANCE

Scheduling
Recurring
Activities
You can schedule recurring
activities based on any
interval of time. For example,
you can schedule a weekly
sales meeting for the next three
months, or you can schedule
an appointment on the same
day each week over the next
twelve weeks.
You can also use recurring
activities to schedule follow-
up calls, or any type of
repeating tasks. Recurring
activities can contain the same
information as a nonrecurring
activity, including alarms and
notes.
Schedule a
recurring activity
1 Select the Recurring tab.
1
2 To designate a Date Span
for a recurring activity, set
the Start Date and the End
3
Date.
3 Select one of the options in 2
4
the Fixed Frequency section
to specify how often the 5
recurring activity is to
appear on the Calendar.
4 To exclude Saturday and
Sunday from the fixed 6
frequency calculation,
check Skip Weekends.
5 To set up an activity with a
Monthly Occurrence, select a
specific day—as opposed
to a date—of the month on
which the activity should
fall.
6 Select another tab to set up
other arrangements for the
activity, or select Schedule.
SCHEDULE ACTIVITIES 5-13
Scheduling for Schedule an
activity for a group 1
Groups of of contacts
Contacts 1 Select the Group Schedule
You can schedule the same tab.
2
activity for any number of
contacts. The contacts can be 2 Select Schedule to a group of 3
either part of an activated contacts.
group, or selected from an 7
3 To select an activated filter 4
activated filter.
or group to define the set of 5
contacts from the drop-
down list. 6

TIP 4 To “spread out” unfinished

The daily goal is set in Activities activities over a number of
per Day. days, select Span across
multiple days.

5 To exclude scheduling any

activity on Saturdays or
Sundays, select Skip
weekends.

6 Set the maximum number

of Activities per Day that
must be accomplished
before GoldMine spans
activities over multiple
days.

7 Set the Start Date to begin

scheduling activities.

5-14 GOLDMINE 5.5 AT A GLANCE

8 To specify a time “block”
during which activities can
be scheduled, set a Start Time
and an End Time.

9 Select Schedule.

SCHEDULE ACTIVITIES 5-15

Viewing Activities
GoldMine presents activity information in three displays:
· Pending tab of the contact record displays all scheduled
activities related to the active contact record.
· Activity List displays all or selected activities for a
GoldMine user.
· Calendar displays the same information as the Activity List,
but in a graphical format.

View activities scheduled for one or multiple contacts in the

Activity List.

View activities scheduled by all users for one contact in the Pending tab.

View activities scheduled for one or multiple contacts in

the Calendar.

5-16 GOLDMINE 5.5 AT A GLANCE

Viewing
Activities for a
Selected
Contact
You can view the activities
associated with a single
contact in the Pending tab of
the contact’s record. The
Pending tab lists all upcoming
activities scheduled by you or
any GoldMine user that are
related to the primary contact
and/or additional contacts
associated with the contact
record.
View activities
for one contact
1 Display the contact with the
scheduled activities that
you want to view, then
select the Pending tab.
2 To display details about a
selected activity, right-click
to display the local menu,
then select Zoom. 1
3 Select Close.
2
SCHEDULE ACTIVITIES 5-17
Viewing the View activities in the
Activity List
Activity List To show how to view
1
The Activity List includes the information in the Activity List,
following tabs: the following steps refer to the
· Open lists pending Open tab. You can display
activities. information in all Activity List
· E-mail lists pending tabs in a similar manner.
GoldMine and Internet
1 Select View|Activity List.
e-mail.
· Out-Box lists Internet 2 Select the Open tab. 2
e-mail that have been
created, but not yet sent . 3 To apply a date range other
than the current date, from
· Calls lists pending
the local menu, select 3
scheduled calls.
Options|Date Range.
· Appts lists pending
scheduled appointments. 4 To display details about an
· Events displays pending activity, highlight the
events. activity.
· Forecast lists pending sales.
5 Display the local menu,
· Actions lists pending next then select Zoom.
actions.
· To-do displays pending
to-do activities.
4
· Closed lists completed
activities. 5
· Filed lists both GoldMine
e-mail and Internet e-mail
that have been sent.
· RealTime lists completed
activities as logged in real
time.

5-18 GOLDMINE 5.5 AT A GLANCE

 6 Select Close.

TIP 7 To display a contact record

To display the contact record in front of the Activity List,
behind the Activity List, highlight double-click on the activity
the activity entry, right-click for the entry.
local menu, then select
Options|View|Sync Contact.
8 To close the Activity List,
click .

SCHEDULE ACTIVITIES 5-19

Viewing your
Calendar
GoldMine’s Calendar uses a
graphical format to display the
same information shown in
the Activity List. Using the
Calendar, you can see your
schedule at a glance to
determine your availability for
meetings and work. You can
also add, reschedule, edit, and
complete activities from the
Calendar, as well as see the
contact record linked to any
activity.
TIP
Operation of the VCR controls
corresponds to the selected
Calendar tab view. For example, in
the Day tab, each mouse click
moves forward and back by one day;
in the Week tab, each mouse click
moves forward and back by one
week.
5-20 GOLDMINE 5.5 AT A GLANCE
View activities in the
Calendar
In the following procedure,
GoldMine displays the Day tab
for the current date.
1 Click . 1
2 To change the displayed
date in the Calendar, click on 3
a number in the monthly
5
calendar in the upper right
4
pane of the Calendar.
2
3 To change to a different
Calendar display, such as
Week, click the
corresponding tab.
4 To move forward or back
through dates, click the VCR
controls at the top left corner
of the tab.
5 To change the User whose
Calendar is displayed, select
a name from the drop-down
list.
6 To display only specified
activity types, right-click for
the local menu. Select 6
Activities.
TIP 7 Check each box
By default, GoldMine displays all corresponding to the
scheduled activity types except activity type that you want 7
records for opportunity tasks or
to display in the Calendar.
project tasks. However, you can
select Opportunity Tasks and
8 Select OK.
Project Tasks from the Select
Activities to View dialog box.
9 To scroll to activities
shown outside of the
current display, click
and/or .

10 To close the Calendar,

click .
8

10

SCHEDULE ACTIVITIES 5-21

Scheduling
with the
Calendar
You can schedule activities
from the Day, Week, Month, Year,
and Planner tabs. You can also
display and schedule
activities in the Outline tab,
which presents activities in a
hierarchical format.
5-22 GOLDMINE 5.5 AT A GLANCE
Schedule activities
with the Calendar
The following procedure shows
how to schedule an activity for
the active contact from the Day
1 2
tab.
1 Right-click in the time slot at
which you want to schedule
the activity, then select
Schedule.
2 Select the activity that you
want to schedule, such as
Call or Appointment.
3 Set up the activity as 3
described in “Schedule an
Activity.”
Scheduling Schedule an activity
using the Contact
Activities from Listing and Calendar
the Contact
1 Click .
Listing 2 To find the record of the
1

You can use the Contact Listing contact with the scheduled 2
and Calendar together to activities that you want to
schedule an activity. You can
schedule an activity by view, click .
dragging a contact from the
Contact Listing to the Calendar. 3 Click on the contact for
The contact can be dropped whom you want to
into a date or time slot in the schedule an activity, then 3
Day, Week, Month, or Year tab. drag the cursor to the
Calendar.

4 Drop the contact onto the 4

Calendar.

TIP 5 Set up the activity as

By default, GoldMine selects Appt. 5
described in “Schedule an
as the activity type. Activity.”

SCHEDULE ACTIVITIES 5-23

Scheduling
with the
Outline
Calendar
You can display your
scheduled activities in a
hierarchical structure by
opening the Outline tab. The
Outline tab displays a tree with
branches that correspond to
the Year, Month, and Day tabs.
5-24 GOLDMINE 5.5 AT A GLANCE
Schedule with
the Outline tab
1 Select the Outline tab. 1
2 To open the month in which
you want to schedule an
activity, click .
3 Select the date that you
want.
2
4 Right-click for the local 3
4
menu. Select Schedule, then
select the activity that you
want to schedule, such as
Call or Appointment.
5 Set up the activity as
described in “Schedule an
Activity.”
5
Checking the
Schedules of
Others
You can check the schedule(s)
of one or more GoldMine users
by displaying the Planner tab.
Each activity is represented by
a colored bar that shows the
amount of time reserved for the
activity. You can view details
of the user(s)’ activities, and
even schedule activities for
other users.
Check the
schedules of others
1 Select the Planner tab.
1
2 To display the activities of a 2 3
different User , select a name
from the drop-down list.
3 To display the activities for
multiple GoldMine users,
click .
4 To add a user to the Planner
tab display, double-click on
the user name in the User
List.
5 To remove a user or from
the Planner tab display,
double-click on the user
name listed in the Selected 4 5
Users list.
6 When you have selected the
users that you want to view,
select OK.
SCHEDULE ACTIVITIES 5-25
Setting up a
To-Do List
You can keep a list of activities
that do not have a specific
deadline for completion. For
these activities, a prioritized
to-do list might work better
than trying to schedule the
activity.
TIP
By default, GoldMine does not link
a to-do to the contact record. When
you complete the unlinked to-do,
GoldMine records the activity only
in the Closed tab of your Activity
List, and not in the History tab of
any contact.
5-26 GOLDMINE 5.5 AT A GLANCE
Add a task to your
to-do list
1 Select Schedule|To-Do.
2 Type a description for the To-
do activity, or select from the
lookup list.
3 Add details with Notes.
4 Set a Priority from 1–9 that 1
determines the rank order of
the activity on the to-do list.
5 Select a three-character Code
from the lookup list.
6 To schedule a to-do that is
associated with the active
contact record, check Link.
2 4
7 Select OK. 5
3
IN THIS CHAPTER
6
Complete a scheduled
activity
Record an incoming call
W hen a scheduled activity is completed, the
Calendar record is removed and a record posted
to the linked contact’s history file to indicate what was
Complete
Activities
accomplished. This is referred to as completing an activity.
Take a telephone message To make use of GoldMine’s analysis features, all scheduled
for another user activities should be completed.
Page another user Using GoldMine, you can record any activity that you
Complete a message complete, whether scheduled or unscheduled. For example,
if one of your contacts called you unexpectedly, you would
want to make a notation in the history file, even though a
call was not scheduled.

COMPLETE ACTIVITIES 6-1

Completing an
Activity
You can complete a scheduled
activity from:
· Complete menu.
· Basic toolbar or the
Schedule toolbar by
clicking .
· One of the Activity List’s
tabs, such as the contact
record’s Pending tab.
· From the Calendar.
Using the Complete menu, you
can record any activity that
you complete, whether
scheduled or unscheduled.
TIP
Change the Activity entry when
you complete the interaction or
transaction with a different type of
activity than originally planned. For
example, if you scheduled an
appointment with the contact, but
conducted the interaction by
telephone, you can change
Appoint. to Call Back.
6-2 GOLDMINE 5.5 AT A GLANCE
Complete a
scheduled activity
1 Display the contact for
whom you want to complete
the scheduled activity, then
select the Pending tab.
2 Display the local menu, then
select Complete.
3 To complete the activity 1
with another Contact in the
organization, select a name
from the drop-down list. 2
4 To change the Activity type,
select an entry from the
drop-down list.
5 Change the descriptive
Reference for the activity, if
necessary. 3 4
6 Select or change the activity
5
Code that characterizes the
6 7 8
activity from the lookup list.
7 Select the Result code that
indicates the outcome of the
activity from the lookup list.
8 Set the completion Date for
the activity, if different than
the current date.
 9 Record the Time that the
activity was completed, if
13
different than the current 12
time.
14
10 Set the Duration of the activity 9 10
in the format HH:MM:SS. 15

11 Type Notes to add details

11
about the activity.

12 To complete the activity by

TIP an individual other than the
While other users can view originating User, select a
information about the activity type, name from the drop-down
date, and user in the History tab of
list.
the contact record(s), the Reference
column indicates that the creating
13 To limit the display of
user designated the information as
private.
activity details to the User,
and any users with Master
Rights, select Private.

14 To add the activity to the

History tab of the Opportunity
Manager or Project Manager,
select an entry from the
Opportunity/Project drop-
down list.

15 Select either Successful

Contact or Unsuccessful
Contact from the drop-down
list.

COMPLETE ACTIVITIES 6-3

TIP
When you select Schedule a
Follow-up, the Schedule window
appears—for instructions to
schedule an activity, see “Schedule
an Activity.”
16 To schedule a subsequent
activity, select Schedule a
Follow-up, then select an
activity from the drop-down
list.

17 Select OK.

16
17

6-4 GOLDMINE 5.5 AT A GLANCE

Recording an
Unscheduled
Call
GoldMine’s Complete menu
features an Unscheduled Call
command that includes both
Outgoing Call and Incoming Call
to provide the flexibility of
recording both types of
unscheduled call activity.
TIP
To record call duration, from the
Main Menu, select
Edit|Timer|Start Timer. To stop
the timer, from the Main Menu,
select Edit|Timer|Stop Timer.
Record an
unscheduled call
The following procedure shows
how to complete an
unscheduled incoming call.
You can follow the same steps
to complete an unscheduled
outgoing call.
1 Select Complete|Incoming
Call.
1
2 To complete the call with
another Contact in the
organization, select a name
from the drop-down list.
3 Type a Reference
description of the call, or
select from the lookup list.
4 Select the activity Code
from the lookup list. 2
3
5 Select the Result code from
the lookup list. 4 5 6 7
6 Set the Date that the call was
made, if different than the
current date.
7 Set the Time that the call was
made, if different than the
current date.
COMPLETE ACTIVITIES 6-5
 8 Set the Duration of the activity
in the format HH:MM:SS.
10
9 Type Notes to add details
about the conversation. 11
8
10 To limit the display of activity 12
details to the User, and any
users with Master Rights,
select Private. 9

11 To add the activity to the

History tab of the Opportunity
Manager or Project Manager, 14
13
select an entry from the
Opportunity/Project drop-down
list.

12 Select either Successful Contact

or Unsuccessful Contact from
the drop-down list.

13 To schedule a subsequent
activity, select Schedule a
Follow-up, then select an
activity from the drop-down
list.

14 Select OK.

6-6 GOLDMINE 5.5 AT A GLANCE

Taking a Take a phone
message
Phone
1 Select Contact|Take a Phone
Message Message.
You can use GoldMine to take 2 To identify an another 1
a telephone message for a Contact in the organization
GoldMine user who is as the caller, select a name
unavailable. from the drop-down list.

3 To designate the message

recipient, select a name 3
from the To User drop-down 2
list.
5
4 Specify a Message by
checking one or more of the 4
message options, or select
from the lookup list.
7
5 Select the Activity Code from 6 8
the lookup list.

6 Type Notes to add details

about the conversation.

7 To activate the pop-up

alarm for this call, select
Alarm.

8 To limit the display of

activity details to the User,
and any users with Master
Rights, select Private.

COMPLETE ACTIVITIES 6-7

TIP 9 To be notified when the user
GoldMine lists the RSVP on your receives the message, check
Activity List with a result code to RSVP.
show the outcome of the message.
10 To take a phone message
that is not associated with
the active contact record,
uncheck Link.

11 Select OK.

9
10

11

6-8 GOLDMINE 5.5 AT A GLANCE

Sending a
Pager Message
Once you set up the
information for your modem to
contact and communicate with
the pager, you can create and
send a message to either the
currently selected record, or
selected GoldMine user(s). For
details on setting up your
pager in GoldMine, see
“Defining Modem Settings”
and “Entering Pager
Information” in the online
Help.
GoldMine will send a pager
message to a contact only if the
contact has a Details record
named Pager PIN, and a
corresponding Pager ID (PIN)
reference. The terminal number
for the contact’s pager appears
in the notes of the Pager PIN
record.
Page another user
1 Select Contact|Create
E-mail|Pager Message to
Contact.
2 Type the message that you
want to send. 1
3 To Page GoldMine User(s)
instead of the active contact,
select a single user name or
user group from the drop-
down list.
4 To create a history record of
the page message to a
contact, select Save in History.
4
3
5 To create a scheduled 5
message when paging a
GoldMine user, select 6
Schedule a Message. 2
6 To display Phone1, Contact,
and Company information for
the contact record in the 7
message pane, select Contact
Info.
7 Select OK.
COMPLETE ACTIVITIES 6-9
Completing a
Message
You can complete a received
message, such as a telephone
message or GoldMine
e-mail, in the same way as you
would complete any activity.
When completing a message,
you can send a reply, or you
can complete the message
without replying.
TIP
If you select Reply to sender or
Reply to all from the Before
completing drop-down list,
GoldMine displays the Create
E-mail dialog box. For
instructions to complete and send
GoldMine e-mail, see Chapter 9,
“Send E-mail.”
6-10 GOLDMINE 5.5 AT A GLANCE
Complete a message
1 Display the contact for
whom you want to complete
the scheduled activity, then
select the Pending tab.
2 Right-click on the message to 1
which you want to reply to
display the local menu, then
select Options|File It.
2
3 Select the Disposal method
that you want GoldMine to
use in disposing of the
message.
4 Select additional handling of
the message Before
completing, such as Reply to
sender, from the drop-down
list.
3
5 Select the Activity code from
the lookup list. 4
6 Select the Result code from
the lookup list. 5 7
6
7 Set the completion Date for
the message, if different than
the current date.
8 To complete the message by
an individual other than the
originating User, select a
name from the drop-down
list.

9 To limit the display of

message details to the User,
and any users with Master
Rights, select Private.
9
8
10 Type a Reference description
10
of the message, or select from
the lookup list. 11

11 To store the message in a

12
folder that you specify, select
the folder from the File to 13
drop-down list.

12 To schedule a subsequent
activity, select Schedule a
Follow-up, then select an
activity from the drop-down
list.

13 Select OK.

COMPLETE ACTIVITIES 6-11

6-12 GOLDMINE 5.5 AT A GLANCE
IN THIS CHAPTER
7
Schedule a forecasted sale
Complete a forecasted sale
Analyze forecasted sales
Y ou can use GoldMine’s sales tools to project future
sales, and to analyze current or past performance.
GoldMine’s forecasted sales tool can record the basic
Manage
Sales
elements of every anticipated and actual sale that you
Assign a quota make. By assigning quotas from GoldMine, you can then
Analyze quotas track performance over time.
Analyze completed Managers can use GoldMine to generate a variety of sales
activities and activity analyses. GoldMine can calculate statistics
based on activities scheduled and completed by the
Display graphs of currently logged user, all GoldMine users, or any selected
activity data GoldMine user(s). You can use GoldMine’s built-in
statistics and analysis features to display graphs and
summary information to present the information in a clear
and relevant format.

MANAGE SALES 7-1

Scheduling a
Forecasted
Sale
A forecasted sale is an
estimate that allows you to
record the anticipated close
date of a pending sale with
one of your contacts.
Forecasted sales are different
from other activities because
they include a product or
service, an anticipated sale
amount, and the probability of
the sale closing.
TIP
Once you fill in the Units and
Price, GoldMine automatically
calculates the Amount.
7-2 GOLDMINE 5.5 AT A GLANCE
Schedule a
forecasted sale
1 Display the contact’s record, 1
then click .
2 To associate the sale with
another Contact in the
organization, select a name 3
from the drop-down list. 2
3 To add the activity to the 7
4 8
Forecast tab of an existing
opportunity, select an entry 9
from the Opportunity/Project 5 6
drop-down list. You can also
create a New opportunity.
4 Select the Product or service
for sale from the lookup list.
5 Type the number of product
Units to be sold.
6 Type the Price of each unit.
7 Select the activity Code from
the lookup list.
8 To assign the sale to another
User, select a name from the
drop-down list.
9 Type the Probability of
closing the sale, or select
from the lookup list.

10 Set the Sale Date.

11 To schedule a forecasted
sale that is not associated
with the active contact 10
record, uncheck Link. 9
12 To be notified when, and if,
the forecasted sale is 11 12
completed, select RSVP.
13
13 To activate the pop-up
alarm for this sale, check 14
Alarm.

14 Select OK.

MANAGE SALES 7-3

Completing a
Sale
When a sale is completed, the
Calendar record is removed and
a record posted to the linked
contact’s history file. By
completing the sale, you can
then use the information to
run performance analyses.
7-4 GOLDMINE 5.5 AT A GLANCE
Complete a
forecasted sale
1 Display the contact, then
select the Pending tab.
2 Right-click on the sale that
you want to complete to
display the local menu.
Select Complete.
1
3 To associate the sale with
another contact in the
organization, select a name
from the drop-down list.
4 To change the Date on which 2
the sale closed, click to set
from the graphic calendar.
5 To record the sale of a
different product, select an
entry from the lookup.
4
6 To change the activity Code, 3
select from the lookup list.
5
7 Select the Result code from 6 7 8
9
the lookup list.
8 To change the quantity of
Units sold, type a new
number.
9 To change the cost per unit,
type a new Price.
10 Confirm that the sale Amount
is correct.

11 Type Notes to add details 12 13

about the sale.
14
12 To close the sale by another
User, select a name from the 10
15
drop-down list.

4 To limit the display of sale

13 11
details to the User, and any
users with Master Rights,
select Private.
17
14 To add the forecasted sale to 16
an opportunity, select an
entry from the Opportunity/
Project drop-down list. You
can also create an
opportunity.

15 Select either Closed Sale or

Lost Sale to record the
outcome of the forecasted
sale.

16 To schedule another activity

based on the sale, check
Schedule a Follow-up. Select
the activity type from the
drop-down list.

17 Select OK.

MANAGE SALES 7-5

Analyzing
Forecasted
Sales
Using GoldMine, you can
generate an analysis of
projected sales or cash flows
for individuals, groups of
individuals, or the entire
organization.
7-6 GOLDMINE 5.5 AT A GLANCE
Analyze forecasted
sales
1 Select View|Analysis|Forecast
Analysis.
2 To select a different user or
user group, or to add
multiple users or user
1
groups, click Select Users.
3 To add a user to the
analysis, double-click on the
user name in the User List.
4 To add a user group, double-
click on the group name in
the Group List. To add all
listed users, select All Users.
5 To remove a user or user
group from the analysis,
double-click on the user
name or group name listed
in the Selected Users list. 2
6 Select OK.
3
5
TIP 7 To limit your analysis to
The Forecasted Sales Analysis only those forecasted sales
dialog box displays statistics for the with a specific activity Code,
current four-week period, four-
select from the lookup list.
month period, and a general future
forecast for any sales projected
outside the previous two periods.
8 Select Analyze.

9 To print a copy of the sales

analysis, select Print.

10 Select Close.

7 8

9 10

MANAGE SALES 7-7

Assigning
Quotas
If you have the authorization,
you can assign a quota to
yourself or another team
member to help manage sales.
Assign a quota
1 Select View|Analysis|Quota
Analysis.
2 To assign a quota to a
specified user for a defined
period, select New.

3 To assign the quota to a

different user, select from the 1
TIP User drop-down list.
GoldMine automatically generates
the dollar amounts in the Forecast 4 Set the From Date for the
field, Closed Sales field, and the
beginning of the quota
Lost Sales field of the Quota
Profile as the user schedules and
period.
completes related forecasted sales
activities. 5 Set the To Date for the end of
the quota period.

6 Set the expected sales Quota

in dollars for the quota
period. 2

7 Add notes about the Goals &

Objectives.

8 Select OK.
6
3
4
5

7-8 GOLDMINE 5.5 AT A GLANCE

Analyzing
Quotas
The quota analysis uses data
about assigned quotas,
forecasted, completed, and lost
sales to derive either a
percentage of quota, or a
percentage of forecasted sales
attained by a salesperson.
Because GoldMine analyzes
data by period, a “track
record” for each salesperson
can be seen via listings over
multiple time periods.
TIP
If a User has multiple quota entries,
GoldMine will Sort by
chronological order.
TIP
When calculating Percentage of,
the default Quota calculates the
percentage of quota achieved during
the period.
Analyze quotas
1 Select View|Analysis|Quota
Analysis.
2 To Sort by user name, select
User.
3 To calculate the Percentage of
forecasted sales against sales
completed during the period,
select Forecast.
4 To recalculate the statistics
for a selected quota, right-
click to display the local 1
menu. Select Re-calculate.
5 To edit an assigned quota,
select Edit. Follow the
instructions in “Assign a
quota.” 4
6 Select Close.
3
2 5 6
MANAGE SALES 7-9
Analyzing
Completed
Activities
You can display information
about activities completed by
an individual user, a group of
users, or for any number of
users. Analyzing completed
activities can provide insight
into your performance or the
performance of others in your
organization.
TIP
You can also run an analysis of a
user’s completed activities from the
Activity List’s Closed tab. From
the local menu, select Analyze.
7-10 GOLDMINE 5.5 AT A GLANCE
Analyze completed
activities
1 Select View|Analysis|Statistical
Analysis.
2 To select a different user or
user group, or to add
multiple users or user 1
groups, click Select Users.
3 To add a user to the
analysis, double-click on the
user name in the User List.
4 To add a user group,
double-click on the group
name in the Group List.To
add all listed users, select All
Users.
2
5 To remove a user or user
group from the analysis,
double-click on the user
name or group name listed
in the Selected Users list.
6 Select OK.
3 5
7 Set the beginning and
ending dates for the Analysis
Range.

8 To include only those

activities with a specific
Activity Cd, select from the
lookup list.

9 To include only those

activities with a specific
Result Cd, select from the
lookup list. 7

10 Select Analyze. 8 10
9
11 To print a copy of the sales
analysis, select Print.

12 Select Close.

11

12

MANAGE SALES 7-11

Charting User Activities in Printing displayed graphs
To print a graph, press ito copy the graph to Windows’
Graphs Clipboard. You can then paste the screen capture of the graph
GoldMine’s graphical analysis generates summary graphs of into another Windows application .
user activity data based on a variety of criteria. You can
display your data as a bar graph or a line graph. The
following figures show the same information as displayed in
a bar graph and a line graph.

bar graph line graph

7-12 GOLDMINE 5.5 AT A GLANCE

Displaying
Graphs of
Activity Data
You can generate graphs to
analyze user activity data
based on a variety of criteria.
GoldMine can represent all
activity for a defined period of
time, or one of several defined
types of activity. Graphs can
also represent total activities, a
comparison of all users, or
selected users.
SEE ALSO
For details about each option in the
Graphical Analysis Options
dialog box, see “Displaying Graphs
of Activity Data” in the online
Help.
Display graphs of
activity data
1 Select View|Analysis|Graphical
Analysis.
2 Select to display either
Completed or Scheduled
activities.
1
3 Select to display either Totals
to chart activities for all
users, or Comparison to chart
individual users’ activities.
2
4 Select to display either a Bar
Graph, or a Line Graph. 3
4
5 To select a different user or
user group, or to add users
or user groups, click Select
Users.
6 To add a user to the
analysis, double-click on the 5
user name in the User List.
7 To add a user group,
double-click on the group 6
name in the Group List. To
add all listed users, select All
Users.
MANAGE SALES 7-13

TIP
To display activities for a 24-hour
time period, accept the default in
From Time and To Time. From
Time is not available when
generating hourly graphs for
completed activities. To Time is not
available when generating hourly
graphs for scheduled activities.
7-14 GOLDMINE 5.5 AT A GLANCE
8 To remove a user or user
group, double-click on the
user name or group name
listed in the Selected Users 8
list.
9 Select OK.
10 Select the Activities to include
in the graph.
11 Select the Time Span for the
graph to display.
9
12 To limit the highest value
that appears on the graph’s
vertical axis, set the High End.
13 To limit the lowest value that
10
appears on the graph’s
vertical axis, set the Low End. 12
13
14 To include only activities
with a specific Activity Cd, 14
select from the lookup list. 15
15 To include only activities 16
with a specific Result Cd, 11
select from the lookup list.
17
16 Set either the From Date
(Scheduled activity graph), or
the To Date (Completed
activity graph).
17 Set the time span for the
graph.
18 To generate a graph without
lines that represent the
graph’s horizontal axis,
uncheck Show Grid.

19 Select Graphs. If you selected

20 To change your selections,

select Options.

21 To close the graph, click .

18
19

21

20

MANAGE SALES 7-15

7-16 GOLDMINE 5.5 AT A GLANCE
IN THIS CHAPTER
8
Prerequisites to Sending
Internet E-mail
Addressing Internet E-mail
Y ou can use one system in GoldMine to send
and retrieve e-mail both with other users within
your organization and via the Internet with contacts
Set up
E-mail
outside of your organization.
Set up Internet
e-mail—basics GoldMine has an extensive range of settings and
capabilities for writing, sending, and recording e-mail.
Define options for
composing e-mail You can configure GoldMine to utilize a wide range of
Internet capabilities. You can compose and send a simple
Define retrieval settings message from a single Internet e-mail account quickly and
Work with your e-mail easily, or you can work with multiple accounts and a
accounts variety of customizable settings to accommodate your
Set up additional Internet unique preferences and needs.
accounts GoldMine 5.5 At a Glance covers all of the features that you
Define POP3 and SMTP can use to set up, send, and retrieve e-mail. You’ll find the
settings instructions in the following chapters:
Configure the E-mail · Chapter 8: Setting up your Internet e-mail accounts,
Center and defining options for composing messages,
retrieving messages, and working with GoldMine’s
Define advanced e-mail E-mail Center.
settings
· Chapter 9: Sending GoldMine or Internet e-mail,
including selecting recipients and attaching files.
· Chapter 10: Applying rules to incoming and/or
outgoing Internet e-mail, and retrieving and
reading e-mail.

SET UP E-MAIL 8-1

Prerequisites to Sending
Internet E-mail
To access the Internet, you must have an account with a
service provider that has true Internet mail access, such as
Netcom. The Internet access provided by most commercial
online services, such as America Online and Microsoft
Network, will not work with GoldMine’s Internet e-mail
feature. You must configure Windows 95/98/2000 dial-up
networking to connect to your Internet service provider.
Before you can send e-mail via the Internet, you must first
access your Internet Service Provider (ISP). For assistance
with setting up Windows to communicate with your ISP,
contact your ISP. Within GoldMine, you must define settings
for GoldMine to access your mail server, provide login
information, and to apply any rules needed to send and
retrieve e-mail from the Internet. You can define all necessary
settings from the Internet tab of the Preferences window—see
“Set up Internet E-mail—Basics” on the facing page.
8-2 GOLDMINE 5.5 AT A GLANCE
Addressing Internet E-mail
You can add, update, and delete e-mail addresses for a
primary contact via the contact’s record. Click in the E-mail
field to display the E-mail Addresses dialog box, which is
shown in the following figure.
For a contact with multiple addresses, you can select one
address for the primary address, which is the address you
plan to use most frequently. To designate a primary e-mail
address, check Primary E-mail Address. GoldMine places an
asterisk in the Pty column to show which address is the
primary e-mail address.
Select Primary E-mail address for
the contact’s default e-mail address
GoldMine places an asterisk in front
of the primary e-mail address
Setting up
your Basic
Internet
E-mail
Configuration
Before you can send or retrieve
Internet e-mail, you must
define basic settings to enter
information about your mail
server, login information, and
other rules that you want to
apply to sending and
retrieving e-mail from the
Internet.
TIP
IE displays the Create Internet
E-mail dialog box when you click
on an e-mail address that appears as
hypertext on a World Wide Web
(WWW) page. IE displays the
E-mail Center when you select
either Go|Mail or Mail|Read
Mail from the Main Menu.
Set up Internet
e-mail—basics
1 Select Edit|Preferences.
2 Click the Internet tab.
3 Type the name of the mail
POP3 server that retrieves
your mail.
4 Type the Username that you 1
use to log into your Internet
mail server. Type only your
user account name, not your
2
entire mail address.
5 Type the login Password to
your Internet mail server.
6 Type the name of the mail 3 6
SMTP server that sends your
mail. 4 5 7
7 Type your Internet e-mail
8
address.
8 To set Microsoft Internet
Explorer (IE) to access
GoldMine for e-mail
operations, select Use
GoldMine as Explorer’s e-mail
client.
SET UP E-MAIL 8-3
 9 To automatically dial your
Internet provider when you
send and/or retrieve Internet
e-mail, select Use Dial-up
networking. If you have
multiple Internet providers,
select a name from the drop-
down list.

10 To terminate the telephone

line connection when 9
GoldMine finishes sending
and/or retrieving Internet 11 12
10
e-mail, select Hang up when
done. 13

11 To define additional
settings, select More Options.

TIP 12 To add or edit e-mail

You can access all Internet e-mail accounts, select Accounts.
settings by selecting either More
Options or Accounts. Clicking 13 To enter the settings without
either button displays the Internet defining additional settings,
Preferences window. However, click OK.
selecting More Options displays
the Composing tab, while selecting
Accounts displays the Accounts
tab.

8-4 GOLDMINE 5.5 AT A GLANCE

Defining
Options for
Composing
E-mail
You can configure the format
of your messages, default
e-mail templates, and settings
for attachments. GoldMine
applies your selections in the
Composing tab globally to all of
your outgoing messages.
TIP
A VCard contains information
about you, such as the entries in
the Personal tab of the Preferences
window. If the retrieving system
has VCard capabilities, the system
deciphers the .VCF file to import
this information. If the recipient
retrieves e-mail with GoldMine,
your VCard information can be
used to create a contact record, if no
existing contact record is detected.
If you want to attach a VCard on a
per-message basis, select Attach
VCard from the Options tab of the
Create Internet E-mail dialog
box. You can also prevent
GoldMine from attaching a VCard
to an individual message by
unchecking the Attach VCard
from the Options tab.
Define options for
composing e-mail
1 Select More Options.
2 To list (public) e-mail
templates in the E-mail
Templates dialog box, select
Show public E-mail templates.
3 To attach your information
file to messages, select Attach
VCard to outgoing E-mail.
1
4 To add your signature to
messages, select Use signature
file. Specify the path and file
name in the field.
5 To change the point at
which text wraps to the next
line, change the default 80 2
7
(characters) in When forcing 3
line wrap, wrap at column x.
4
6 To provide a link to each 5
attached file for GoldMine 6
users instead of sending the
file(s) to each recipient,
check Send attachments as
links for GM users.
7 To force seven-bit encoding to
eight-bit encoding, select Use
8 bit encoding. This option is
especially useful for
international GoldMine users.
SET UP E-MAIL 8-5
 8 To send yourself a blind
courtesy copy (bcc) of your
messages, select Always send
a Bcc to myself.

9 To save VCard updates to 8

include with your e-mail,
select Use user supplied 9
VCard. 13

10 To save the original

message in the History tab 10
when you reply or forward 11
a message, select Complete 12
original message.

11 To mark lines quoted from

the original message when 14
copied into your reply,
select Use line quote style with
prefix. Type new characters
in the field if you do not
want to use the default >>.

TIP 12 To copy all text from the

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

13 To use Default templates in a

message, select a template
from each drop-down list.

14 Click another tab to set up

other options for your
Internet e-mail, or click OK.

8-6 GOLDMINE 5.5 AT A GLANCE

Defining
E-mail
Retrieval
Settings
You can specify which e-mail
messages that you want
GoldMine to retrieve from your
Internet mail server. These
settings can ensure that you
receive important mail on a
timely basis, but reduce the
amount of unwanted e-mail.
TIP
Selecting Use date from mail
header ensures that your e-mail
will be posted in true chronological
order on your Calendar and
Activity List. If you do not
retrieve e-mail frequently, you may
not want to select Use date from
mail header. For example, with
this option selected, a mail message
sent four days prior to retrieval will
be posted in the Calendar with the
“four-day-old” date.
TIP
Selecting Scan mail for
UUEncoded data does not affect
retrieval of MIME-encoded files.
Define retrieval
settings
1 Select More Options.
2 Click the Retrieval tab.
3 To display the first retrieved
message in the Read E-mail
dialog box after retrieving all
messages, select Open ‘Read
E-mail’ dialog on retrieval.
4 To date incoming messages 1
by the date sent, select Use
date from mail header.
5 To check the Internet mail
server for messages with
UUEncoded attachments, 2
select Scan mail for
UUEncoded data.
3
6 To manually dispose of each 4
unlinked incoming message, 5
select Prompt if 6
7
E-mail address is not on file.
7 To change the number of
lines that appears in the
E-mail Center for a selected
message, overwrite the
default in Preview x lines of
the message.
SET UP E-MAIL 8-7

TIP
To retrieve e-mail for the account,
you must select Auto-retrieve
from the Accounts tab of the
Internet Preferences window—see
“Setting up Additional Internet
Accounts.” If you do not select
Auto-retrieve, but select Retrieve
mail every x minutes and Send
queued messages (see below),
GoldMine sends queued mail only.
TIP
GoldMine stores E-mail Address
entries for your contacts in their
Details tab.
8-8 GOLDMINE 5.5 AT A GLANCE
8 To skip retrieving VCards
attached to incoming
e-mail, check Do not retrieve
VCard attachments. 10
11
9 To limit the information
available to other users 12
about your incoming 13
messages, select Mark
incoming messages as private. 8
9
10 To automatically connect
with your POP3 mail server
at regular intervals, select
Retrieve mail every x minutes.
To change the inverval,
overwrite the default entry.
11 To retrieve only unread
mail from the server, select
Skip read mail (recommended).
12 To bypass larger messages,
select Skip mail larger than x
KB.To change the file size,
overwrite the default entry.
13 To retrieve messages only
from contacts with
E-mail Address entries, select
Skip messages from contacts
not on file.
14 To automatically send your
queued messages when
retrieving mail, select Send
queued messages.

15 To designate a destination
for retrieved e-mail
attachments, specify the
14
path and file name of the
Attachments directory.

16 To prevent linking
attachments to your 15
contacts, uncheck Save
attachments as linked 16
documents.
17
17 Click another tab to set up
other options for your
Internet e-mail, or click OK.

SET UP E-MAIL 8-9

Working with Work with your
e-mail accounts
your E-mail
1 Select Accounts.
Accounts 2 To move the selected
You can add e-mail accounts, account up by one line,
or edit existing accounts. select Move Up.
TIP
You can access all Internet e-mail
3 To move the selected
settings by selecting either More account down by one line,
Options or Accounts. Clicking select Move Down.
either button displays the Internet
Preferences window. However, 4 To designate the selected
account as your primary 1
selecting More Options displays
the Composing tab, while selecting e-mail account, select Set
Accounts displays the Accounts as Default.
tab.
5 To remove Internet accounts
TIP
from the list in the
By default, GoldMine shows
E-mail Center, remove the
accounts in the E-mail Center.
check.
2
6 To add an e-mail account,
select New.
3
7 To make changes to a
selected account, select Edit.

8 To delete an account, select

Delete.

9 Click another tab to set up 6 7 8

other options for your
4
Internet e-mail, or click OK.
5
9

8-10 GOLDMINE 5.5 AT A GLANCE

Setting up
Additional
Internet
Accounts
You can maintain multiple
Internet accounts in
GoldMine, and/or establish a
nonstandard authentication
protocol for your primary
account.
The authentication protocol
determines the method used to
transmit password or other
identification for your system
to the mail server. GoldMine
supports three methods of
authentication protocol: PASS,
APOP, and SPA. The PASS
protocol transmits your
password without encryption,
which is adequate when you
dial your Internet Service
Provider (ISP) to connect to
your mail server. However, if
you connect to your mail
server outside your ISP, a
standard PASS protocol can
leave your password
vulnerable to interception.
Set up additional
Internet accounts
1 To add an account, select
New. To edit a selected
account, select Edit.
2 Type an Account Name.
3 To remove the selected
Internet account from the
list in the E-mail
Center, remove the check.
4 To add an account, define
each of the following fields
1
as described in steps 3–7 of
“Set up Internet E-mail—
Basics”:
· POP3 server
· Username
· Password
3
2
· SMTP server 4
· Your return address
5 To automatically retrieve
messages waiting online at 5
the interval specified in the
Retrieval tab of the Internet
Preferences window, select
Auto-retrieve.
SET UP E-MAIL 8-11

TIP
The Authentication method
determines the level of security for
your user name and password:
· PASS: sends your user name
and password without
encoding (default).
· APOP: sends your user
name and encrypted
password, which enhances
the security by preventing
other users on the Internet
from learning your password.
This is a safer protocol to use,
but is not frequently
implemented.
· SPA: uses a challenge-
response method for
password authentication that
enhances security by
avoiding a clear transmission
over a network. Select this
method if required by your
system administrator.
8-12 GOLDMINE 5.5 AT A GLANCE
6 To automatically remove
messages from the account
upon retrieval, select Auto-
delete.
7 To identify your account
and password to the POP3
server, select one of the
Authentication methods.
8 To add your signature to 8
messages, select Use 6
7
signature file. Type the path
and file name in the field 9 10
below, or click to
navigate through your
system.
9 To specify special settings
for your POP server or SMTP
server, select Advanced
Options.
10 Select OK.
Setting up an
Account
Owner
You can set up an “owner-
user” to designate a GoldMine
user as the owner for each
Internet e-mail account. By
setting up a user as an account
owner, the user can log in and
retrieve mail from up to 256
separate accounts.
TIP
The POP3 server port and SMTP
server port options allow greater
flexibility in setting up a
nonstandard server.
The default POP3 server port
value is 110. The default SMTP
server port value is 25.
Typically, these entries should not
be changed. However, if your
account uses a nonstandard POP3
and/or SMTP server configuration
that require different port entries,
contact your network administrator
or Internet service provider.
Define POP3 and
SMTP settings
1 Select Advanced Options.
2 To select another GoldMine
user as the account “owner,”
select a name from the drop-
down list. If the account
holder is the currently
logged user, leave the field
blank.
1
3 To change the address to the
POP3 server port, overwrite
the default entry.
4 To change the address to the
SMTP server port, overwrite
the default entry.
5
5 To provide authentication
values to the SMTP server, 2
select The server requires
authentication. 3 6
6 Select the authentication
method from either:
· Login/Plain
· SPA
SET UP E-MAIL 8-13
 7 Check the Username and
Password entries.

8 Select OK.

8-14 GOLDMINE 5.5 AT A GLANCE

Configuring
the E-mail
Center
You can configure settings for
your E-mail Center.
TIP
If the Account Name in the
E-mail Account Properties
dialog box is left blank, GoldMine
uses the e-mail address for the
account. If the Account Name
contains an entry and you uncheck
this option, GoldMine lists the
account by the Account Name
entry.
TIP
The Headers display options
present sender and routing
information as follows:
· Hide: shows no header
information.
· Summary: shows only high-
level information, such as
date, sender, subject,
recipient, etc. This option
does not show detailed
routing information.
· All: shows all header
information, including
routing information and
message ID.
Configure the
E-mail Center
1 Select More Options.
2 Click the E-mail Center tab.
3 To hold deleted messages
while working in the E-mail
Center, select Use trash can for
deleted mail.
4 To delete messages placed in
the trash can when you
close the E-mail Center, select 1
Empty trash when closing
E-mail Center.
5 To display a warning
prompt for you to confirm 2
that you want to delete
messages placed in the trash
can, select Confirm before 3
deleting from trash can. 4
5
6 To list the account in the
E-mail Center by the account’s
e-mail address and account
6
name (if available), select
Show both E-mail Address and
Account Names (if available) for
Online accounts.
SET UP E-MAIL 8-15
TIP
The Dates format options present
date information as follows:
· Long format: spelled-out
format that includes the day
with the date information.
· Short format: numeric
format for month, day, and
year, as well as the
transmission time.
8-16 GOLDMINE 5.5 AT A GLANCE
7 Set the details to appear in
message headers by
selecting one of the Headers
display options.
8 Select the Dates format to 7
apply to messages
displayed in the E-mail
Center.
8
9 Click another tab to set up
other options for your
Internet e-mail, or select OK.
Defining
Advanced
E-mail Settings
You can define advanced
settings to apply globally to
your E-mail Center, existing
attached files, message
operations, and data imported
from a World Wide Web
(WWW) site.
TIP
deletes all messages on the
Internet mail server. For most
GoldMine users, this icon should
not be activated.
Define advanced
e-mail settings
1 Select More Options.
2 Click the Advanced tab.
3 To include in the E-mail
Center toolbar, select Enable
‘Delete All Server Mail’.
4 To retrieve messages from
the mail server in order from
oldest to newest, select 1
Download old messages first.
5 To skip displaying a
warning before overwriting
an existing file with an
2
attached file with the same
name, select Suppress file
overwrite prompt. 7
3
4
6 To change the Existing
attachment default action for 5
files retrieved with e-mail
messages, select one of the
options.
6
7 To enable GoldMine to
recognize HTML encoding
in incoming messages, and
also to apply HTML
formatting in outgoing
messages, select Use HTML
when creating new E-mail.
SET UP E-MAIL 8-17
 8 To create an HTML
attachment that you can
view with a Web browser
program from a message
written as HTML, select 8
9
Extract embedded HTML. 10
11
9 To check spelling 12
automatically before sending 13
a message, select Auto spell-
check before sending.

10 To display the next message

listed in the E-mail Center
after you dispose of the
current message, select Show
next message after delete/
complete.

11 To link a retrieved message

to a contact without creating
an E-mail Address record,
uncheck Link/Unlink address
when (un)linking E-mail.

12 To mark all e-mail

attachments as linked
documents to be
synchronized, select Mark
attachments for synching by
default.

13 To delete attachments when

you delete messages, select
Delete attachments when
deleting the mail.

8-18 GOLDMINE 5.5 AT A GLANCE

14 To automatically import
Web Import data at the same
time that GoldMine retrieves
e-mail messages, select
Import data when retrieving.

15 To automatically import
Web Import data at the same
time that GoldMine performs
background retrieval of
Internet e-mail, select Import 14
data on background mail 15
retrieval. 16

16 To delete the Web Import

message from the Web site 17
after GoldMine retrieves the
18
message, select Discard
message after importing data.

17 To change the number of

seconds that GoldMine will
wait before disconnecting
from the server, overwrite the
default of 60 seconds.

18 Click another tab to set up

other options for your
Internet e-mail, or click OK.

SET UP E-MAIL 8-19

8-20 GOLDMINE 5.5 AT A GLANCE
IN THIS CHAPTER
9
Set up a distribution list
Delete a distribution list
Send GoldMine e-mail
Y ou can use one system in GoldMine to send
e-mail both with other users within your
organization and via the Internet with contacts outside of
Send
E-mail
your organization.
Create and send e-mail to GoldMine has an extensive range of settings and
one recipient capabilities for writing, sending, and recording
Change the primary e-mail. Sending GoldMine e-mail to other members of your
recipient organization is simple and requires no modem or
Add a recipient telephone line connections.
Assign a password and One of the primary strengths of both GoldMine e-mail and
encryption GoldMine’s Internet functionality is that, like all of
GoldMine’s features, your e-mail is linked to your contacts
Check the spelling in your so that there is an ongoing record of your communications,
message along with the activities you undertake, based on those
Select options for your communications.
message This chapter provides procedures to send GoldMine or
Define options to record Internet e-mail, including selecting individual recipients
your message or recipients from a distribution list, selecting options to
Attach a file to your apply to the e-mail, and attaching one or more files. For
message procedures to set up Internet e-mail, see Chapter 8. For
procedures to set up e-mail rules to apply to incoming and
outgoing e-mail, as well as to retrieve and read e-mail, see
Chapter 10.

SEND E-MAIL 9-1

Managing Create a
distribution list
Distribution
1 Select View|E-mail Center.
Lists
Using GoldMine 5.5, you can 2 Click .
1
set up distribution lists to
select contacts, GoldMine 3 To display the Public
users, or manually entered Distribution List Center, click
2
recipients to form a recipient . By default, GoldMine
group. You can organize
displays the Private
distribution lists in folders for
Distribution List Center. When
convenient selection. Once
viewing the Public
created, you can conveniently
Distribution List Center, you 3 4
send e-mail to the distribution
list recipients in one operation, can click to change to the
just as if you were sending to a Private Distribution List Center.
single contact.
4 Click .

5 Type the name for the

distribution list in the box.
When done, click outside of 5
the box.

9-2 GOLDMINE 5.5 AT A GLANCE

Adding Add a contact to
the distribution list
Contacts to
To add a contact to a
a Distribution 1
selected distribution list,
1

List click .

You can add a contact to a 2 Double-click to add the

distribution list even if no contact.
e-mail address has been
entered for the contact.
GoldMine displays icons to
clearly identify the availability
of an e-mail address for each
contact:
E-mail address is
available for the contact
No e-mail address is
listed for the contact

SEND E-MAIL 9-3

Adding an Add a contact’s
e-mail address to
Additional the distribution list 1
Contact to a 1 To select or add an e-mail
Distribution address for a contact before
adding the contact to the
List distribution list, click .
You can add an additional 2 Double-click the record that
contact from a contact record has the address that you
to your distribution list want to select, such as a
without adding the primary nonprimary e-mail account
contact. To add an additional for the primary contact, or an
contact, click in the E-mail additional contact’s
Distribution List Center e-mail address.
toolbar.
3 To add an e-mail address for
the primary contact, type the
address.

4 Click Add.
2
5 To select either the newly
added address or a
previously entered address
for any contact associated
with the primary contact’s
record, select the E-mail 3 4
Address entry.
5
6 Click OK.

9-4 GOLDMINE 5.5 AT A GLANCE

Adding Add a GoldMine
user or user group
GoldMine to the distribution list
Users or User 1 To add a GoldMine user or 1
Groups to a user group, click .

Distribution 2 Select an entry from the

drop-down list.
List 3 To add each member of a
You can add a single user group as a separately
GoldMine user, some of a user listed recipient, select Add as
group’s members, or all of the individual users.
user group to the distribution
list. 4 Select OK.
When adding members of a
user group to a distribution
2
list, you must first select the
3
entire group. To remove one or
more members of a user group 4
from your distribution list,
select Add as individual users
from the GoldMine User
Recipient dialog box, which
lists each member as a
separate Addressee in the
distribution list. Select the
name(s) that you want to
remove, then click —for
details, see “Remove a
recipient from the distribution
list” on page 9-13.

SEND E-MAIL 9-5

Adding a Add a manual
recipient to the
Recipient distribution list
other than a 1 To add a Manual recipient
1
Contact or to the distribution list,
click .
User to the 2 Type the recipient’s e-mail
Distribution address, or select an entry
from Previous manual
List addresses.

You can add a recipient to 3 Select Add.

your distribution list even if
the individual is not set up as 4 Select Close.
a GoldMine user nor included
as a contact in the open
database. If necessary, you can 4
2
add an e-mail address for the 3
individual that you can use
again in the future.

9-6 GOLDMINE 5.5 AT A GLANCE

Removing a Remove a recipient
from the distribution
Recipient list
from the 1 Select the distribution list 3

Distribution from which you want to

delete the recipient.
2
List 2 Select the recipient to delete. 1
You can remove any recipient
from your distribution list. 3 Click .
Removing a recipient does not
affect a contact’s record or a
GoldMine user’s settings.

SEND E-MAIL 9-7

Deleting a Delete a
distribution list
Distribution
1 Select the distribution list
List that you want to delete. 2
You can delete a distribution
list that no longer meets your 2 Click .
needs.

9-8 GOLDMINE 5.5 AT A GLANCE

Sending Send GoldMine
e-mail
GoldMine
1 Select Schedule|GoldMine
E-mail E-mail.
GoldMine e-mail is a 2 Select another user as the
convenient, “in-house” means recipient of your message
of communication for from the To drop-down list.
GoldMine users.
3 To send a message that is
1
not associated with the
active contact record,
uncheck Link.
7 6
4 Type a descriptive Subject
title for the message.
2 3
5 Type your message in the
large pane.

6 To check the spelling of

your message, position the 4
cursor at the beginning of
5
the text, then click .

7 To send the message, click

.

SEND E-MAIL 9-9

Creating and
Sending
E-mail
You can prepare and set up
options to define formatting
and delivery options for your
GoldMine and Internet e-mail
messages. In addition, you can
add one or more attachments
to your message.
TIP
GoldMine automatically enters the
routing information in the following
fields:
· From: your Internet account
name and address as entered
in the Return address field
of the Preferences|Internet
tab.
· To: name and primary
Internet address of the active
contact record, if available.
TIP
If you select Retrieve mail
automatically every x minutes
and Send queued messages from
the Retrieval tab of the Internet
Preferences window, GoldMine
will send all queued messages
when automatically retrieving
mail—see Chapter 8, “Define
retrieval settings.”
9-10 GOLDMINE 5.5 AT A GLANCE
Create and send
e-mail to one
recipient
1 Select Contact|Create
E-mail|Message to Contact.
2 To select another contact
associated with the same 1
organization as the primary
recipient, select a name
from the drop-down list.
3 To unlink the message from
the contact, uncheck Link. 6
4 Type the Subject title, or
select a template from the 3
2
drop-down list.
5 Type your message.
6 Select the method of 4
dispatching your message: 5
· To send now, click .
· To queue to send later,
select .
· To save a draft, click
, then select one
of the options.
Selecting
Recipients
Using GoldMine, you have
great flexibility in changing or
adding recipients.
There are five types of
recipients:
· Contact
· Manual recipient:
individual who is
neither a user, nor stored
in your contact database
· GoldMine user or group
· Members of a
Distribution List
· Outlook (MAPI) recipient
Change the primary
recipient 1
1 Click , then select a
recipient type from the list.
2 To select a Contact, double-
click on a name.
3 To add a Manual recipient,
either type the address, or
select an entry from Previous
manual addresses.
4 Select Add. 2
5 Select Close.
6 To select a GoldMine user or
group, select an entry from
the drop-down list. 5
4 3
7 Select OK.
SEND E-MAIL 9-11
 8 To select recipients from a
previously defined
Distribution List, select the
list that contains the
recipients to whom you 8
want to send your message.

9 Click OK.

10 To send e-mail to an
Outlook user, select Outlook
(MAPI) recipient. For details,
click Help. 9

10

9-12 GOLDMINE 5.5 AT A GLANCE

Adding Add a recipient 1

Recipients 1 Click . 2

There are several methods by 3

2 Select the method by which
which you can add a recipient: you want to add a recipient. 4

· To: adds a primary 3 Select Add.

recipient to the message.
4 Select the recipient type.
· Cc: sends a carbon copy
to the recipient. 5 To select a Contact, double-
click on a name.
· Bcc: sends a blind
6 To select a GoldMine User or
carbon copy to the
Group, select a name from the
recipient.
drop-down list. 5

7 To add each member of a

user group as a separately
listed recipient, select Add as
individual users.
6
8 Select OK.
7
9 To add a Manual recipient, 8
either type the address, or
select an entry from Previous
manual addresses.
11
10 Select Add. 10 9

11 Select Close.

SEND E-MAIL 9-13

 12 To select recipients from a
previously defined
Distribution List, select the
distribution list that
contains the recipients to 12
whom you want to send
your message

13 Click OK.

14 To send e-mail to an
Outlook user, select Outlook
(MAPI) recipient. For details, 13
click Help.

14

9-14 GOLDMINE 5.5 AT A GLANCE

Assigning a Assign a password
and encryption
Password and
Encryption 1 Click . 1

You can enhance the security 2 Select Encrypt the message to

of your e-mail by setting up a activate the Password and
password and applying Encryption mode options.
encryption.
3 To attach a Password to the
GoldMine supports two levels
message, type up to eight
of encryption:
alphanumeric characters.
· 128 bits: most secure
level of encryption— 4 To encrypt your message,
available only for U.S. select the level of encryption
users of GoldMine and from the drop-down list.
GoldSync. When sending
a transfer set to any other 5 Select Ok.
country, select 32 bits.
· 32 bits: lower level of
encryption—available to 2
all users.
3
If you use 128-bit encryption,
you can decrypt 32-bit 4
encrypted files. However, a
system using 32-bit encryption 5
cannot decrypt 128-bit
encryption.
TIP
Password-protected and/or
encrypted e-mail must be read in
GoldMine. If password-protected,
recipient(s) must enter the
password to read the message.

SEND E-MAIL 9-15

Spell-checking
your message
GoldMine can check the
spelling of your message either
when you click from the
toolbar, or automatically before
you send your message.
GoldMine displays any word
not found in the standard
dictionary.
9-16 GOLDMINE 5.5 AT A GLANCE
Check the spelling
in your message
1 To check the spelling of 1
your message, position the
cursor at the beginning of
the text, then click .
2 Select how you want to treat
the Not Found term from the
following:
· Change the Not Found
term to one of the
Suggestions, or to match
the term you type in
Change To.
· Change All instances of
the Not Found term to
one of the Suggestions,
or to match the term you
type in Change To. 2
· Ignore the Not Found
term once, or Ignore All
instances of the term.
· Add a frequently used
word.
· Exit the spelling check.
3 Select OK. 3
Selecting
E-mail Options
You can select a variety of
settings to define:
· Properties of your
message, such as
formatting the body text
as rich text (HTML),
and including a return
receipt.
· Options for recording
your message, such as
saving in the recipient’s
history record and/or
with an opportunity or
project.
· Date and time that you
want to send a queued
message.
TIP
You will receive a return receipt if
the receiving e-mail server
supports the return-receipt feature.
TIP
If you uncheck Wrap lines,
GoldMine places a hard carriage
return at the end of each line. By
default, GoldMine automatically
wraps text to fit the size of the
window.
Select options for
your message
1 Click .
2 To send the message as a text
file to a recipient whose 2 7
system does not support 3
4
MIME, uncheck Send as MIME.
1 5
3 To send the message in Rich 6
text (HTML), which allows
more formatting, select Rich
text. If you check this option,
the HTML toolbar appears
above the text editing pane.
4 To prevent text from flowing
from the end of one line to
the beginning of the next
(“word wrapping”),
uncheck Wrap lines.
5 To send a .VCF file with this
message, select Attach VCard.
6 To receive an e-mail
acknowledgment upon
delivery of the message,
select Request a return receipt.
7 To add the message to an
opportunity linked to the
contact, select an entry from
the Oppty drop-down list.
You can also create a New
opportunity.
SEND E-MAIL 9-17
TIP
Alarm works for recipients who
retrieve their Internet e-mail with
GoldMine.
9 To be notified when the
8 To restrict the display of
information about your
message to yourself, your
recipient, and users with
Master Rights, select Private. 8 9 10
11
12
message is either completed
or deleted, select RSVP.

10 To alert the recipient that a

message has arrived, select
Alarm.

11 To send a copy of each

attachment to GoldMine
users instead of sending a
link to each file, select Send
a copy of the attached file(s)
to GM recipients.

12 Select Calendar/History
options, another tab, or
dispatch the message by
selecting one of the
following toolbar icons:

TIP · To send now, click .

If you select Retrieve mail
automatically every x minutes · To queue to send later,
and Send queued messages from select .
the Retrieval tab of the Internet
Preferences window, GoldMine · To save a draft, click
will send all queued messages
when automatically retrieving , then select one
mail—see Chapter 8, “Define of the options.
retrieval settings.”

9-18 GOLDMINE 5.5 AT A GLANCE

Selecting
Activity and
History
Options
You can select options to
determine how GoldMine
records your message.
Selecting these options will
help you to categorize the
message, keep as much
information about the message
as necessary without wasting
space, and to set up the date
and time for a queued
message.
TIP
Viewing queued messages: To
view e-mail messages in the queue
for a selected contact record, select
the Pending tab to access the
Pending tab in the contact record.
To view all e-mail messages in
the queue: select View|Activity
List, then select the Out-Box tab.
Define options to
record your
message
1 Select Queue, Calendar and
History options.
2 To change the Date for
queued e-mail, select from
the graphical calendar.
1
3 To change the Time for
queued e-mail, select from
the graphical clock.
4 To skip recording the
message in the contact
record’s History tab, uncheck
Create a history record.
5 To skip saving the message
text with the history record,
uncheck Save the body text.
2 3
6 To include an Activity code in
history, select from the list. 4
5
7 To include a Result code in 6 7
history, select from the list.
8
8 Type a descriptive Reference
for your message, or select 9
from the list.
9 Select OK.
SEND E-MAIL 9-19
Attaching a Attach a file 1
to your message
file to a
message 1 Click .

You can add one or more files 2 Navigate to the location of

as attachments to your e-mail the file that you want to
message. Using GoldMine, you attach, then select the file.
can easily view the files that
3 Select Open.
you select.
4 To check your attachments,
TIP select .
Once you attach a file, (black
5 Select another tab, or
clip) changes to (red clip). dispatch the message by
selecting one of the
following toolbar icons: 2

· To send now, click .

3
TIP · To queue to send later,
If you select Retrieve mail select .
automatically every x minutes 5
and Send queued messages from · To save a draft, click
the Retrieval tab of the Internet
Preferences window, GoldMine , then select one of
will send all queued messages the options.
4
when automatically retrieving
mail—see Chapter 8, “Define
retrieval settings.”

9-20 GOLDMINE 5.5 AT A GLANCE

IN THIS CHAPTER
10
Send GoldMine e-mail
Working with User-defined
E-mail Rules
Y ou can use one system in GoldMine to retrieve
e-mail from both:
· Other users within your organization
Retrieve
E-mail
Working with Global · Contacts outside of your organization via
E-mail Rules the Internet
Create a rule set One of the primary strengths of both GoldMine e-mail and
GoldMine’s Internet functionality is that, like all of
Activate a rule set
GoldMine’s features, your e-mail is linked to your contacts
Add a rule so that there is an ongoing record of your communications,
Move a rule along with the activities you undertake, based on those
Add a condition communications.
Add an action This chapter provides procedures to set up e-mail rules to
apply to incoming and outgoing e-mail, as well as to
Delete a rule or rule set retrieve and read e-mail. For procedures to set up Internet
Retrieve Internet e-mail e-mail, see Chapter 8. For procedures to send GoldMine or
Read your e-mail Internet e-mail, including selecting individual recipients
or recipients from a distribution list, selecting options to
apply to the e-mail, and attaching one or more files, see
Chapter 9.

RETRIEVE E-MAIL 10-1

Working with User-Defined
E-mail Rules
You can define and apply rules to process your incoming
and/or outgoing e-mail.
E-mail rule sets contain rules that specify conditions and
actions to handle e-mail. You can select one of these sets to
control the treatment of messages. For example, you can set
GoldMine to forward all messages from a specified contact to
another user in your organization.
To use e-mail rules, you must:
· Create one or more rule sets
· Select the rule set that you want to apply to
incoming e-mail
· If the rule set contains more than one rule, activate
the rule(s) that you want GoldMine to apply to incoming
e-mail
To display the personal E-mail Rule Set window, click on
the E-mail Center toolbar.
The E-mail Rules Center contains a list of rule sets and
component rules in the left pane, and details about the rules
and rule sets in the right pane.
10-2 GOLDMINE 5.5 AT A GLANCE
Working with Global
E-mail Rules
If you have Master Rights, you can define and apply rules to
process and organize e-mail for all users. Global rules
override any conflicts with user-defined e-mail rules.
To use global e-mail rules, you must:
· Define one or both rule sets
· If the rule set contains more than one rule, activate
the rule(s) that you want GoldMine to apply to
incoming and/or outgoing e-mail
To display the global E-mail Rule Set window, from the E-mail
Rules Center, click on the E-mail Rules Center toolbar. This icon
appears only if you have Master Rights.
In the global display, the left pane of the E-mail Rules Center
contains two global rule sets:
· Primary Global Rules: applied before individual users’
e-mail rules.
· Secondary Global Rules: applied after individual users’
e-mail rules.
You cannot delete either of these rule sets, but you can delete
individual rules from either rule set.
The right pane contains details about the rules and rule sets.
Creating a
Rule Set
Rule sets help you to manage
your e-mail. You can work
with rule sets from the E-mail
Rules Center.
Create a rule set
1 To create a rule set, click . 1
2
2 Select New Rule Set.
3 Type a descriptive name for
the first rule in the rule set.
4 Specify the type of e-mail to
which the rule will be
applied by selecting one of
the following:
· Incoming E-mail
· Outgoing
· Incoming and Outgoing
5 Select Next. 3
RETRIEVE E-MAIL 10-3

TIP
The Value field only appears when
needed to set up the condition. For
example, if you selected a Mail
Field of From and selected the
Logical condition option Is
Empty, GoldMine needs no
further information to process this
request, so the Value field does not
appear.
TIP
You can select multiple conditions
for one rule. GoldMine lists each
condition in a separate pane.
10-4 GOLDMINE 5.5 AT A GLANCE
6 Select New.
7 Click to select the Mail
Field to which the rule will
be applied.
8 Click to specify the Logical
condition, or operator, to
apply to the Mail Field. 6
9 Type the Value for which you
want GoldMine to search
when evaluating the Mail
Field.
10 Select OK.
7
11 To add another condition, GoldMine lists all
8
select New. To change a conditions selected
9 for the rule
selected condition, select
Edit. Repeat steps 7–10.
10
12 Select Next.
11
12
 13 Select New.

14 Click to select the Action

on Mail for GoldMine to take
on the messages that meet
the condition you defined
in steps 7–10.
13
15 Complete any additional
TIP fields that appear as a
You can select multiple actions for result of your section for
one rule. GoldMine lists each action
Action on Mail.
in a separate pane.
16 Select OK.

17 To add another condition, 14

select New. To change a
selected condition, select 15
Edit. Repeat steps 14–16. GoldMine lists all
actions selected
18 Click Finish. for the rule
16

17

18

RETRIEVE E-MAIL 10-5

 19 To save the rule, click in 19 20
the E-mail Rules Center
toolbar.

20 To rename the rule set,

click .

21 Type the name inside the

box. When done, click
outside the box.
21

10-6 GOLDMINE 5.5 AT A GLANCE

Selecting a Activate a rule set

Rule Set 1 Click the radio button next

to the rule set that you want
You can apply only one rule to activate.
set to manage your incoming 1
and/or outgoing e-mail.
However, a rule set can
contain multiple rules.

RETRIEVE E-MAIL 10-7

Adding a Rule Add a rule 1

You can add a rule to an 1 To add a rule to a selected 2

existing rule set.
rule set, click .

2 Select New Rule.

3 To create the rule, follow 3

steps 3–18 in “Create a
rule set,” which starts on
page 10-3.

Moving Rules Move a rule 2 3

You can change the order of 1 Select the rule that you
rules under a rule set. If you want to move.
have a rule set that contains
activated and deactivated 2 To move the rule up one
rules, you might want to move position, click .
the activated rules to the top of
the rule set listing. 3 To move the rule down one
1
position, click .

10-8 GOLDMINE 5.5 AT A GLANCE

Adding a Add a condition

Condition to a 1 To add a condition to a

1
selected rule set, click .
Rule 2
You can add a condition to a 2 Select New Condition.
selected rule.
3 Click to select the Mail
Field to which the rule will
be applied.

4 Click to specify the Logical

condition, or operator, to
apply to the Mail Field. 3
4 GoldMine lists all
5 Type the Value for which you conditions selected
want GoldMine to search 5
for the rule
when evaluating the Mail
Field.
6
6 Select OK.

RETRIEVE E-MAIL 10-9

Adding an Add an action
1
Action to a 1 To add an action to a
selected rule, click .
Rule 2
You can define the action(s) to 2 Select New Action.
occur for a selected rule.
3 Click to select the Action
on Mail for GoldMine to take
on the messages that meet
the condition(s) defined for
the rule.
3
4 Complete any additional
fields that appear as a result
of your section for Action 4
on Mail. GoldMine lists
all actions
5 Select OK. selected for
5 the rule

10-10 GOLDMINE 5.5 AT A GLANCE

Deleting a Delete a rule or
rule set
Rule or
1 Select the rule set, rule,
Rule Set condition, or action that you
2
want to delete.
You can delete any selected:
· Rule set 2 Click .
· Rule 1
· Condition
· Action

TIP
Be sure to check the rule set or rule
you have selected before deleting
because GoldMine does not prompt
you before completing the deletion.

RETRIEVE E-MAIL 10-11

Retrieving Retrieve Internet
e-mail
Internet E-mail
1 Select View|E-mail Waiting
You can manually retrieve one
Online.
or all waiting e-mail messages.
1
TIP 2 To retrieve one selected
To delete a message from the server, message from the server,
select from the E-mail Center
drag to the , or
toolbar. If you have selected Enable
Delete All Server Mail from the the folder in which you
Advanced tab of the Internet want to store the message.
4
Preferences window, you can select 3
to delete all messages—see “Define 3 To retrieve all messages,
advanced settings for an Internet click .
account.”
4 When done, click .

TIP 2
The E-mail Center “previews” the
beginning lines of an e-mail
message. By default, GoldMine
displays up to 15 lines of a message.

10-12 GOLDMINE 5.5 AT A GLANCE

Reading your
E-mail
Reading your e-mail offline, or
when not connected to a
service provider, can be cost-
effective as well as convenient.
Once you read a message, you
can reply, forward, or redirect
the message from the same
dialog box.
TIP
If so configured in the Retrieval
tab of the Internet Preferences
window, GoldMine opens an e-mail
message upon retrieval for you to
read in the E-mail Center—see
Chapter 8, “Define retrieval
settings.”
TIP
GoldMine stores the message in
Inbox until moved; you can also
review the message from the
History tab of the sending contact.
Read your e-mail
1 Select View|E-mail Center.
2 Right-click on the message 1
that you want to read, then
select Read.
3 Perform one or more
operations on the message
by selecting the following
toolbar icons:
replies to the message
2
replies to all individuals
(senders and other
recipients)
forwards the message
redirects the message
3
displays the previous
message
displays the next
message
deletes the message
saves the message as
a file
RETRIEVE E-MAIL 10-13
 prints the message
4

marks the message as

unread

relinks or unlinks the

message

links the message to an

opportunity or project

marks the message as

private
TIP
To change the header display, click
to from the Read E-mail toolbar encrypts the message
to dislay a drop-down menu, from
which you can select: changes the header
· Hide: removes the header display
display (grey area at the top of
the message) 4 To complete the message,
· Normal: shows top-level select one of the following
information about the message, icons:
including Subject, Date,
Linked to, From, and To data. places the message into
· Summary: shows only the History tab.
relatively high-level
information. This option displays the Complete an
provides more details than the
E-mail dialog box, from
Normal display, but does not
show detailed routing
which you can specify
information. how you want to handle
the message—for details,
· All: shows all header
see Chapter 6, “Complete
information, including routing
information and message ID. a message.”

10-14 GOLDMINE 5.5 AT A GLANCE

IN
IN THIS
THIS CHAPTER
CHAPTER
Print a letter or memo
Fax a letter or memo
Install the link to Word 97
Create a template for
correspondence
Add a template
Update existing templates
Add a signature to a letter
or memo
Link a file to a contact’s
record
Edit a linked document
11
Y ou can use GoldMine to correspond with your
contacts. You can print or fax correspondence, such
as letters and memos, or create envelopes and mailing labels
Print
and Fax
for one contact, a group of contacts, or all contacts. In
addition to text-based documents, such as quotations, order
confirmations, or memos, GoldMine also supports print
merging to spreadsheet applications.
You can maintain a complete history of the forms created,
printed, or faxed to a contact. Additionally, you can link
any existing “form” or file type to a contact record. By
attaching a file to a GoldMine contact record, you can start
the application, and load the linked file in one operation.
PRINT AND FAX 11-1
Printing a Print a letter
or memo
Letter or The following procedure merges 1
Memo information from the active
contact to the default Letter
A template becomes a template.
printable document when
merged with contact 1 Select Contact|
information, such as a Write|Letter to Contact.
3
contact’s name and address.
2 Add text to the body, if
TIP needed.
You can designate a default
template from the Document
3 Click .
Management Center. Select the
template listed under Letters,
Memos and Faxes. Right-click for
the local menu. Select Set as
Default, then select one of the
following:
· Letter
· Memo
· Fax

11-2 GOLDMINE 5.5 AT A GLANCE

Faxing a Fax a letter or memo
The following procedure merges
Document information from the active
To fax directly from GoldMine, contact to the default Fax
template. 1
you must have one of the
following applications 1 Select Contact|
installed on your system: Write|Fax to Contact.
· Delrina WinFax
PRO versions 7.01 2 Add headings and/or text
through 9.0. To use as needed.
Delrina WinFax PRO,
you must install the 3 If the template was created
WinFax PRO printer in Word, select File|Send 2
driver. To|GoldMine Contact via
WinFax.
· RightFax, a network
faxing system. To use
RightFax, you must
install a printer driver
named RightFax that is
configured to print to the
RightFax server. For
instructions to install a
RightFax printer driver,
see README.RTF.
· In addition, the third-
party add-on FaxRush
provides an integrated
fax support solution. For
details, visit the
Z-Firm LLC Web site at
www.zfirmllc.com.

PRINT AND FAX 11-3

Installing the Link to Faxing

Microsoft Word If you will use RightFax, Winfax, or FaxRush in conjunction

To merge information from GoldMine to Microsoft Word, you
must install GoldMine’s link to Word. GoldMine’s link
supports Microsoft Word 97 and Word 2000.
If you are upgrading over a previous version of GoldMine,
you must upgrade your Word link as well.
If you selected either Typical or Compact when installing
GoldMine, your installation includes approximately 20 mail
merge templates. Each user can customize any of these
templates. The GoldMine installation will install all
templates to the \GOLDMINE\TEMPLATE directory. When
you open the Document Management Center for the first time,
you can open any of the merge forms listed under the user
name (public).
If you selected the Custom installation option, and did not
install the mail merge form templates, you can run the
GoldMine installation again, and select only this option.
with the GoldMine link, your fax application must be
installed before installing of the GoldMine link. If you install
the fax application after you install the link, you must
reinstall GoldMine’s link to Word.
Methods of Installing the Word Link
You can install GoldMine’s Word link by one of the following
methods:
· Automatic installation: If you installed the mail merge
templates during the GoldMine installation, GoldMine
will guide you through the link installation when you try
to merge to any of the installed Word templates.
· Manual installation: You can manually install
GoldMine’s link to Word if you did not install the mail
merge templates during the GoldMine installation, and
you want to merge with only the templates you create. For
instructions, see “Manually install GoldMine’s link to
Word 97.”

Important! To install the Word link, you must have the

FoxPro/dBASE ODBC drivers installed in Word. You can run
a check to ensure that these drivers have been installed.

If the drivers have not been installed, you must install them
before you can install the Word link. You can install the
ODBC drivers for Word 97 or Word 2000. For details on
checking for and installing the necessary ODBC drivers, get
Factsback #550 as described in “GoldMine Software
Corporation Support Services.”

11-4 GOLDMINE 5.5 AT A GLANCE

Installing Manually install
GoldMine’s link
GoldMine’s to Word 97 1
Link to Word Important! Before continuing, make
sure that only one copy of Word is
GoldMine’s link to Microsoft 2
running.
Word supports Word 97 and
Word 2000. 1 Start GoldMine, then start
If you are upgrading over a Word.
previous version of GoldMine, 5
you must upgrade your Word 2 From Word, select File|Open.
link as well.
3 Select Document Templates (*.dot).
If you will use RightFax,
4
Winfax, or FaxRush in 4 Navigate to the \GOLDMINE
conjunction with the directory, then select GMLink.dot.
GoldMine link, you must
install your fax application 5 Select Open.
before installing of the 3
GoldMine link. If you install 6 Select Enable Macros.
the fax application after you
install the link, you must 7 Select Install.
reinstall GoldMine’s link
to Word.

PRINT AND FAX 11-5

 8 Select OK.

9 Select OK.

10 To save the merge database

file after you send a mass
mailing, uncheck Delete 8
merge DBF when done.

11 For Word to automatically

update the GoldMine field
list when changes are made
in GoldMine, select Always
Auto Refresh Field List.

12 To skip a prompt when

merging to a group of 9
contacts for a mass mailing,
uncheck Prompt for group
merge destination (print only).

13 Select your fax application

10
from the drop-down list.
11
14 To display details about the 12
GoldMine link with your fax
application, select Fax Info. 13 14
15 Select the macro to use for 16
15
dialing (fax only) from the
drop-down list.

16 To skip displaying a status

screen when faxing,
uncheck Show Send Screen.

11-6 GOLDMINE 5.5 AT A GLANCE

TIP 17 To use a draft resolution
You can download updates to when faxing, uncheck Use
GoldMine’s link to Microsoft Word
‘Fine’ resolution.
from the FrontRange Solutions
Web site. Access the Web site at
www.frontrange.com .
18 Select Save Preferences.

19 To view information about

the GoldMine-Word link,
select View Documentation.
17
20 To skip viewing
information and complete 18
the installation, select OK.

19 20

PRINT AND FAX 11-7

Creating a Create a template
for correspondence
Template This procedure shows how to 1
To create form letters, memos, set up a template in Word 97
or faxes for repeated use, you that contains the date, contact 2
must create a boilerplate, or address block, and salutation as
template. A template is the would appear in a typical
structure that holds basic business letter. The procedure
document information, such as for Word 2000 is similar.
the text body and selected
contact information merge 1 Start both GoldMine and
fields. GoldMine provides a set Word.
of standard template forms,
but you will probably want to 2 From Word, select File|New.
add your own templates.
3 In the Create New section,
You can create an unlimited select Template.
number of templates to
manage all your contact-based 4 Select OK.
correspondence. You set up
the templates in a separate, or 5 Position the cursor where
target application, such as a you want to place the date 3
word processor or line of the letter.
spreadsheet.
6 To place a date in the form, 4
After installing a link between
select Insert|Field.
GoldMine and the target
application, such as Word,
you can insert GoldMine fields
into documents or templates.
Using Word, you can place a
GoldMine field anywhere on
the text display, and to apply 6
formatting attributes to the
field data.

11-8 GOLDMINE 5.5 AT A GLANCE


TIP
If the current date appears where
you placed the date field, change the
display setting in Word. From the
Main Menu, select Tools|
Options. The Options dialog box
appears. In the Show section, check
the box next to Field Codes, then
select OK.
7 Select Date and Time.
8 Select Date.
7 8
9 Select OK.
10 To add an address block for
a contact, move the cursor to
the position where you want
to start the address block.
Select GoldMine|Insert
GoldMine Field.
9
11 To add your contact’s name,
select &Contact.
12 Select Insert Field.
13 To advance to the next line,
press e.
10
14 Repeat steps 10–12 to add
the organization name and
address. Insert the following
GoldMine fields in order:
· &Company
· &Address1 12
· &CityStateZip
15 To add a salutation line, 11
press ethree times, then
type Dear.
PRINT AND FAX 11-9

TIP
When you save a Word file as a
document to use with GoldMine,
you must save the file in either
the standard .doc or .dot format.
To work successfully with
GoldMine 5.0, you cannot save a
Word 97/2000 file as an .rtf,
Word 6.0/95 .doc, or other file type.
11-10 GOLDMINE 5.5 AT A GLANCE
16 Repeat steps 10–12 to add
CONTACT1->Dear from the
listed fields, then select OK. 17
17 Select GoldMine|Save as
GoldMine Form.
18 Type a descriptive Title.
19 Type the Subject of the
letter. 18
19
20 Add optional entries for
Keywords and Comments, if
desired. 20
21 Select OK.
21
22 Select either Document
Template (*.dot) or Word
Document (*.doc) from the
drop-down list.
24
23 Type the File name.
24 Select Save. When you close
the new template and exit
Word, do not save the file
again if prompted.
23
22
Adding a
Template
To be able to use a new or
updated template in
GoldMine, you must add the
template to the Document
Management Center.
TIP
Form templates are arranged in the
browse window based on the Sort
Order entry. Use the Sort Order
field to group templates together in
the Document Management
Center in a useful display.
Add a letter, memo,
or fax form
The following procedure shows
how to add a correspondence
template. You can follow the
same steps to add templates for 1
spreadsheets, envelopes, or
labels.
1 Select Contact|Write|Customize
Templates.
2 Right-click on Letters, Memos
and Faxes, then select New.
3 Type a descriptive name for
the template.
4 To designate another user as
the template’s owner, select 2
a name from the drop-down
list.
5 To list templates according
3 4 5
to a common usage or other
feature, select a Sort Order
6
from the lookup list.
6 Specify the path and file
name of the template. 7
7 To prevent creating a
document link when you
merge information into
the template, uncheck Link
to Doc.
PRINT AND FAX 11-11
 8 To skip creating a history
record when you merge,
uncheck Save History.

9 To disable the link

command, uncheck Allow Hot
Link.

10 To add a macro that

performs a special operation 8
when GoldMine starts the 9
application (such as 10
WordPad or Word), add the
DDE Command.
11
11 Select OK.

11-12 GOLDMINE 5.5 AT A GLANCE

Updating
Previously
Created Form
Templates
GoldMine 4.0 templates are
compatible with GoldMine 5.5,
but you must update your
existing GoldMine templates if
you upgraded from
GoldMine 3.2 directly to
GoldMine 5.5.
Update a previously
2
created template
The following procedure
provides instructions to update a
template created with Word.
1 Select Edit|Customize
Templates.
1
2 Right-click on the template 3
that you want to update.
3 Select Properties.
4 Select Edit. GoldMine starts
Word, and loads the
template. You can make 4
changes to the template, if
needed.
5 Select GoldMine|Update
GoldMine Form. When you
close the updated template
and exit Word, do not save
the file again if prompted.
PRINT AND FAX 11-13
Adding a Set up your
signature file
Scanned
1 Select Find|Files or Folders.
Signature to a 2 Type gm.ini.
1

Form 3 Select Find Now.

You can insert your signature
into a template form created 4 Double-click on GM.INI.
with Word.
To use a scanned signature in 5 Under the [GoldMine]
a form created with Word, you section, type the following 3
must designate the path and statement:
2
file name for the signature file
SigDir=drive:\directory\
in the GM.INI file. GM.INI is a
special text file known as an
where drive:\directory\
initialization file in which you
represents the path to your
can add or change entries that
.BMP signature file. 4
customize GoldMine’s
features.
To use a signature file, you
must have:
· Signature bitmap file
saved as username.BMP;
for example, 5
JOHNDOE.BMP. To be
used successfully, the
file must be saved in the
.BMP format.
· Entry in the GM.INI file
that designates the path
and file name of the
signature file.

11-14 GOLDMINE 5.5 AT A GLANCE

Inserting the Insert your
2
signature
Signature File
1 Select Edit|Customize
into a Form Templates.
To use a scanned signature in 2 Right-click on the template
a form created with Word, you to which you want to add
must use a .BMP file saved 1
your signature. 3
with your GoldMine user
name as username.BMP, and 3 Select Properties.
designate the path to the
signature file in GM.INI as 4 Select Edit. GoldMine starts
described in the previous Word, and loads the
section, “Setting up the template. 4
Signature File.”
5 Position the cursor on the
line on which you want to
TIP
You can only add a signature file to place your signature file,
a form created with Word. then select GoldMine|Insert
GoldMine Field.

6 Select &Signature.

7 Select Insert Field.

7
5

PRINT AND FAX 11-15

Linking a File Link a file from
the Links tab
to a Contact’s 1
1 Select the Links tab in the
Record contact record to which you
want to link a file.
You can easily link a
document by either using the
2 Right-click for the local
local menu in the Links tab, or menu, then select New. 2
dragging and dropping files
directly from Windows 3 Type a Document Name to
Explorer into GoldMine. describe the linked
document.

TIP 4 To designate another user as

3 4
By default, GoldMine designates a
the Document Owner, select a
linked document as (public). name from the drop-down
5
list.

TIP 5 Type Notes to add details

In addition to file links, you can link about the document.
7
any Windows folder to a contact
record. To link a folder, type the 6 Specify the path and File
6
path and folder’s name in the File Name of the file that you
name field of the Linked want to link to the contact
Document dialog box. record. To navigate through 8
your system to find a file,
click .

7 To exclude the linked

document from a transfer set
for remote synchronization,
uncheck Allow file to
synchronize.

8 Select OK.

11-16 GOLDMINE 5.5 AT A GLANCE

Linking a File Link a file by
drag-and-drop
by Drag-and-
1 Start Windows’ Explorer. 1
Drop 2 To view both applications,
You can use Windows’ reduce the window size of
Explorer to link files.
GoldMine by clicking at
the right side of the title bar.

3 Navigate through the tree in

Windows Explorer to find
4
the file that you want to link.
2
4 Drag the file icon from
Windows Explorer to the
contact record in GoldMine. 3

5 To finish linking the

document, follow steps 3–8
in “Link a file from the Links
tab” on the facing page.
4

PRINT AND FAX 11-17

Editing a Edit a
2
1
linked document
Linked
1 Select the Links tab.
Document
2 Double-click on the listed
If you need to edit a linked file. GoldMine starts the
document, you can start the application that created the
application and load the file, then loads the
document from GoldMine. document.

3 Make the changes. 3

4 When done, select File|Exit.

5 To save the modified file,

select Yes.

11-18 GOLDMINE 5.5 AT A GLANCE

IN THIS CHAPTER
GoldMine’s standard reports
Select a report
Select data for a contact
report or analysis report
Select data for a calendar
report
Sort report data
Change a report profile
Print a report
12
U sing GoldMine’s report writer, you can generate
any type of business report—and more—from the
data in your contact databases. The report writer consists of
Run
Reports
two components:
· Report generator
· Form designer
Using the report generator, you can sort data from your
contact database, and either send the report to your screen
for display or to your printer. You can select pages to print
from an onscreen display. If you want to use a different
printer than the Windows default printer for a specific
report, you can select a different printing device from a list
of installed printers.
GoldMine includes over fifty standard report templates.
You can also create custom reports.
If you have special reporting needs that require customized
layouts, GoldMine’s form designer features comprehensive
functionality that a developer can use. GoldMine’s form
designer can be used to produce a custom report from a
blank template, or from cloning and modifying one of the
standard GoldMine reports. For details about the form
designer, see the online Help.
RUN REPORTS 12-1
GoldMine’s Standard Reports
GoldMine offers five categories of standard reports in the Select the report that Select the report category
Reports Menu: you want to run that you want to display
· Contact Reports: present contact and activity data to
meet a variety of needs, such as phone lists and Select the user
completed activity logs. who “owns”
the reports
· Calendar Printouts: present scheduled activity data in
that you want
graphical formats, such as monthly calendars. to display
· Analysis Reports: present statistical information similar
to the analyses available from the View menu, such as
phone call statistics and quota analyses.
· Labels and Envelopes: layouts that print selected data in You can select
formats that conform to various Avery label types and from GoldMine
or any installed
envelope dimensions.
Crystal reports
· Other Reports: present a variety of useful information
organized in easy-to-read layouts, such as data from
your Personal Rolodex® entries, opportunity or project
data from the Opportunity/Project Manager, and a listing
of available merge forms.
· System Reports: generate reports from the Output to Select which contacts to Select where you want to
command on various GoldMine local menus. include in the report generate the report

12-2 GOLDMINE 5.5 AT A GLANCE

Selecting a Select a report

Report 1 Select File|Print Reports.

You select your report, 2 To display installed Crystal

contacts to be included, and reports, select Crystal 1
the output device from the Reports from the Type
Reports Menu. drop-down list.

3 To view the reports of a

different User, select the name
from the drop-down list.

4 Select the report category

that contains the report that
5 4
you want to generate.

5 Select the specific report

that you want to generate.

6 Select the contact(s) that 3

you want to include in the 2
report.
6 7
7 Select the output device to
print your report from either
your monitor or your
default printer.

8 Select a button to define 8

options or sort criteria, or
select Print.

RUN REPORTS 12-3

Selecting Data
for a Contact
Report or an
Analysis
Report
You can set up your report to
include specific types of:
· Activities
· Linked data
· Records, such as those
for users, activity codes,
and date ranges
You can produce one report
with the settings, or save the
settings for all future runs of
the report.
The same options are available
to select data for either contact
reports or analysis reports.
TIP
If no items are checked under
History Data, or no data exists for
any of the checked data types,
GoldMine suppresses the History
section of the report, and continues
with the next section for which data
is available.
12-4 GOLDMINE 5.5 AT A GLANCE
Select data for a
contact report or
analysis report
1 To select data for a contact
report or analysis reports,
select Options.
2 Uncheck any History Data
option that corresponds to a
type of history data that you
do not want to include in the
report.
1
3 To select a User whose
history records will appear
in the History section of the
report, select from the drop-
down list.
2
4 To designate a date range for
history records to be
included in the report, set
the beginning Date and
ending date To (ending date). 3
5 To include only records in 5
the report with a specific 4 6
activity code, type the Actv
code.
6 To include only those
activities completed with a
particular result, type a
Result code.
 7 Uncheck any linked data
type that you want to
exclude from the report. By 8
default, GoldMine selects
all linked data types.

TIP 8 Uncheck any Calendar Data

If no items are checked under that you want to exclude
Calendar Data, or no data exists 9
from the report.
for any of the checked data types, 11
GoldMine suppresses the 10
9 To include only the
Scheduled Activity section of the
report, and continues with the next
calendar records of a
7
section for which data is available. specified User or user group
in the Scheduled Activity
section of the report, select
the user or group name
12 13
from the drop-down list.

10 To designate a date range

for scheduled activities to
be included in the report,
set the beginning Date and
ending date To.

11 To include only those

activities with a specific
activity code, type an Actv
code.

TIP 12 To save the data selection

Do not Save Settings for a any settings for future printings
report that you want to print only of the selected report, select
one time.
Save Settings.

13 Select OK.

RUN REPORTS 12-5

Selecting Data
for a Calendar
Report
You can set up your report to
include specific types of
activities during a specific
date range in a selected format.
You can produce one report
with the settings, or save the
settings for all future runs of
the report.
TIP
If no items are checked under
Include Activities, or no data
exists for any of the checked data
types, GoldMine suppresses the
Scheduled Activity section of the
report, and continues with the next
section for which data is available.
12-6 GOLDMINE 5.5 AT A GLANCE
Select data for a
calendar report
1 Select Options.
2 To select a User whose
calendar records will
appear in the Scheduled
Activity section of the
report, select the name from
the drop-down list.
3 To designate a date range
for scheduled activities to be
included in the report, set
the beginning Date and the 1
ending date To.
4 To designate a time period
for scheduled activities to be
included in the report, set
5 6
the beginning Time and the
ending time To.
2
5 Uncheck any activity data
type(s) that you want to 3
exclude from the report.
6 Uncheck detail type(s) that 4
you want to exclude from
the report.
TIP 7 Select a Page Layout format.
The Page Layout section includes
four formats: 8 To save the data selection
· Weekly settings for future printings
· Monthly of the selected report, select
Save Settings.
· Daily (fixed): prints all
hourly slots from 7:00 a.m.–
9 Select OK.
7:00 p.m., even if no activities
are scheduled for every hour.
Each hourly slot includes a
set number of lines, typically 7
two or three lines. 8
· Daily (variable): prints an
hourly slot from 7:00 a.m.–
7:00 p.m., only if an activity
has been scheduled for the 9
hour.

RUN REPORTS 12-7

Sorting Report Data
Sorting arranges report data in a specified order. GoldMine
Define up to three sort levels
provides up to three levels of sorting on each report. For
example, if you select the Company field as the first sort field,
then the report will list all records alphabetically by company
name. If you select the Zip field as the first sort field, then all
printed records are ordered by ZIP Code as specified.
You can sort Contact Reports, Analysis Reports, and Other
Reports. This option is not available for Calendar Printouts or
Labels & Envelopes.
To run a report properly, you must define a Primary Sort, even
if no sorting is required. To preclude any sorting, set Sort
Database to (none). If Primary Sort is defined as (none), the Field
Name, Start at, and End at entries dim, indicating that
GoldMine will sort records by the natural order of record entry.
When a field is selected for Tertiary Sort, records are ordered by
the third sort field only when the values of the first- and Specify a range of
second-level sort fields are identical. For example, if the first- values for
and second-level sorts are State and City, and the third-level GoldMine
sort is Zip, then records will be ordered by Zip entries only to sort
when two or more records have the same City and State entries.
Without a second- or third-level sort, the report orders records
by date and time of entry in the database when the first-level
sort is the same over several records. Listing records by the
order in which entered is known as the natural order of records. Save your selections
to use as default
sort settings

12-8 GOLDMINE 5.5 AT A GLANCE

Sorting
Contact Report
or Analysis
Report Data
GoldMine provides up to three
levels of sorting on each report.
To run a report properly, be
sure to define a Primary Sort,
even if no sorting is required.
TIP
Start at can be used without
entering a value in End at to define
a range. The resulting report will
include and order records from the
specified starting point to the
implied end of the range. For
example, if Start at contains
04/01/99, the report orders records
by the selected field from April 1,
1999 to the current date.
Sort report data
1 Select Sorts.
2 Make sure that Primary
Sort is selected.
3 Select the Sort Database.
4 Select the Field Name.
5 To specify a range of
records, specify a Start at
value and/or an End at
value.
1
6 Repeat steps 3–4 to set up
Secondary Sort and Tertiary
Sort.
7 To save the sort settings
for future printings of the
selected report, select Save
2
as Defaults. Do not select
this button for a one-time 6
only run of the report.
7
8 Select OK.
3 4
RUN REPORTS 12-9
Printing a Print a report

Report 1 Select the output device

from one of the following:
You can generate a report
onscreen or send to your · Window (monitor)
printer.
· Printer

2 To send the report to the

selected output device,
select Print.
1
3 To display a full-page view
of your report (if printing to
your monitor), select .
2
4 To close the report preview,
4 3
click .

12-10 GOLDMINE 5.5 AT A GLANCE

IN THIS CHAPTER
13
Tour the InfoCenter
Create an InfoCenter book
Move a topic
B ecause most of us work for organizations, we need
information by, from, and about these organizations—
policies, special procedures, and technical information
Share
Information
specific to a product or business—in addition to information
Change a title about the customers and prospects we manage.
Change a file link GoldMine’s InfoCenter provides a resource for maintaining
Change access rights any type of information useful to an organization or an
to a topic individual. Just as information is not limited to text files,
the InfoCenter can archive any information, including
Delete a section or topic graphics, multimedia files, and program applications. Any
Search the InfoCenter of this information can then be linked to a contact record,
so that GoldMine displays the record automatically
whenever you open that topic.
The InfoCenter acts as GoldMine’s Marketing Encyclopedia
System (MES). You can keep the InfoCenter open when in
GoldMine, using this “desktop” reference whenever
needed.
The InfoCenter consists of three separate online resources:
· KnowledgeBase maintains information created by,
for, and about an organization.
· PersonalBase maintains information useful to an
individual user that only the user can view and
update.
· What’s new? presents KnowledgeBase items in
reverse chronological order.

SHARE INFORMATION 13-1

Viewing the Tour the InfoCenter

InfoCenter 1 Select View|InfoCenter.

The heart of GoldMine’s 2 To display the contents of a

InfoCenter consists of two
book, double-click . When
identical systems:
open, the book’s icon 1
· KnowledgeBase: designed
for any organization to changes to .
create a custom
3 To attach a file to a book,
information environment
that multiple individuals folder, or topic, click .
6 3 4 5
can access.
4 To start an application that
· PersonalBase: designed for
created an attached file, and
an individual user to 2
create a similar open the file, click .
information environment
solely for personal use. 5 To search the KnowledgeBase
The KnowledgeBase and the and PersonalBase, click .
PersonalBase organize topic
pages, which are items of 6 You can click an icon to
related information, in a create:
hierarchical structure similar
to an outline format. You can · Book: click .
quickly find information by
navigating through different · Folder: click .
sections or by conducting a
search. You can even open a
· Topic: click .
linked file that was created by
another application, such as a
document, bitmap graphic,
multimedia file, or a program
application.

13-2 GOLDMINE 5.5 AT A GLANCE

7 To change the properties of 7
a selected book, folder, or
topic, click .

8 To display the InfoCenter

local menu, right-click on 8
the book, folder, or topic
page on which you want to
perform the operation.

SHARE INFORMATION 13-3

Creating a
Book or Folder
You can create books, folders,
and topics to set up your
KnowledgeBase.
The procedures in this chapter
provide instructions for
creating a book or folder in the
KnowledgeBase. The procedure
for creating books and folders
is the same for both the
KnowledgeBase and the
PersonalBase, except that you
do not define access rights in
the PersonalBase since only the
logged user can access the
PersonalBase.
TIP
You can rename the book or folder
later from the Book or Folder tab
of the Section Properties window.
TIP
You can also link a file from either
the Windows Explorer or
appropriate system icon on your
desktop by the drag-and-drop
method of attaching a file to a topic
or section in the InfoCenter.
13-4 GOLDMINE 5.5 AT A GLANCE
Create an InfoCenter
book or folder
1 Select View|InfoCenter.
2 To create a book, click .
1 GoldMine shows path
3 To create a folder, select a
for a new InfoCenter
book or folder under which folder or page
you want to place the item,
3 5
then click . 2
4 Type a name for the book or
folder inside the box.
5 To link a file to the book or 4
folder, click .
6 Select the Attached File tab.
7 Add the path and name of
the file that you want to link 6
to the book. To navigate
through the drive(s) and
directories on your system to
find the file, click .
7
8 To include the linked file
with the InfoCenter record in
a transfer set for
8
synchronization, select
Synchronize the file.
TIP
The access settings apply to all
subsidiary levels in the book; that is,
if you limit access to a book to
JOHN, only JOHN can access the
book or any topics contained in the
book.
TIP
The editing toolbar provides a quick
way to save and print a topic, as
well as to apply text block
manipulation and formatting. To
display flyout text next to any icon,
move the mouse over the icon.
9 To set access rights to the
book, select the Access tab. 9
10 To assign read-only access
to a user or user group,
select a user or user group
from the drop-down list.
10 11
11 To assign update rights to a
user or user group, select a
user or user group from the
drop-down list.
12 Select OK.
13 Type the text for the topic. 12
An editing toolbar replaces
the Topic field. Apply
formatting by highlighting
the text block, then selecting
the appropriate icon from
the editing toolbar. 14
14 To check the spelling in
your text, position the 13
cursor at the beginning of
the text, then click .
SHARE INFORMATION 13-5
 15 When a word is flagged as
misspelled, you can click on
one of the buttons to: 15

· Change the word to a

selection from the
Suggestions pane, or to
match your own
spelling.

· Change All instances of

the word to a selection
from the Suggestions
pane, or to match your
own spelling.

· Ignore the spelling once,

or Ignore All instances of
the spelling.

· Add a frequently used

word.

16 Click to save the text.

16

13-6 GOLDMINE 5.5 AT A GLANCE

Moving a Move a folder
or topic
Folder or Topic
1 Select the folder or topic
You can move a folder or topic
that you want to move.
to a different position in the
InfoCenter. 2 Drag the folder or topic to
the new position.
TIP 1
Once created, you cannot move a 3 Select Yes.
book. However, you can rename or
delete books. 2

SHARE INFORMATION 13-7

Renaming a Rename a book,
folder, or topic
Book, Folder,
1 Click on the book, folder, or
or Topic topic that you want to
rename.
You can change the name of a
book, folder, or topic without
2 Select Yes.
leaving the KnowledgeBase.
This convenient method helps 3 Type the new name.
to ensure that all related items 1
have unique names. 4 Click outside of the box.

TIP
If you want to only rename a folder
or topic, overwrite only the
current name. Do not overwrite the
previous names in the sequence
that are followed by semi-colons (;).
These establish the location of the 2
folder or topic.

3
4

13-8 GOLDMINE 5.5 AT A GLANCE

Changing
a Link to a
Book, Folder,
or Topic
You can change or remove a
file linked to any section or
topic node. When a file is
linked, or attached, to a topic,
the file name appears in the
bar that separates panes on the
right side of the InfoCenter.
TIP
To remove a file previously linked to
a book, folder, or topic, delete the
Attached file entry.
Link a file to a book,
folder, or topic
1 Select the book, folder, or
topic to which you want to 2
attach a file.
2 Click .
3 Type the path and name of
the Attached file. To navigate 1
through the drive(s) and
directories on your system to
find the file, select .
4 To include the linked file
with the InfoCenter record in
a transfer set for
synchronization, select
Synchronize the file.
5 Select OK.
SHARE INFORMATION 13-9
Changing Change access
rights to a book,
Access Rights folder, or topic
to a Book, 1 Select the book, folder, or 2

Folder, or Topic topic for which you want to

A user with Master Rights can
define access to each topic in a
section. To ensure data
security, rights can be set
separately for read and update
access.
change read and/or update
rights.
2 Click .
1
3 Select the Access tab.
4 To grant a user or user group
only Read Access to the
selected item, select the name
from the drop-down list.
3
5 To grant a user or user group
Update Access to the item,
select the name from the
drop-down list.

6 Select OK. 4 5

13-10 GOLDMINE 5.5 AT A GLANCE

Deleting a Delete a book,
folder, or topic
Book, Folder, 2
1 Select the book, folder, or
or Topic topic that you want to
remove.
A user with Master Rights can
remove any book, folder, or
page in the KnowledgeBase 2 Click .
except the last two books. 1
3 Select Yes.
Deleting a book or folder
removes all items within the
section. For example, if you
delete a folder, GoldMine also
removes all subsidiary topics.

SHARE INFORMATION 13-11

Searching the
KnowledgeBase
As your KnowledgeBase
and/or PersonalBase grows,
you may need to perform a
search to find information.
GoldMine provides a variety
of options for searching
through the KnowledgeBase.
TIP
If you search from the What’s
new? tab, GoldMine searches the
KnowledgeBase.
13-12 GOLDMINE 5.5 AT A GLANCE
Search the
InfoCenter
2
1 To search a book or folder in
the KnowledgeBase, select the
1
item in the left pane. If you
want to search the entire
KnowledgeBase, you can skip
selecting a specific item.
2 Click .
3 Type the partial or complete
term that you want to Search
For, or select a previously
searched term from the drop-
down list.
4 Select the Search Scope that
you want GoldMine to
search from the following 3
options:
· Entire contents 4
· Selected item (name of
selected book, folder, or
topic appears as the
option).
· Last topics found: searches
only topics found in a
previous search for the
entered term.
5 Define how closely a value
must match the Search For
term by selecting one or both
of the following options:

· Match whole words only:

considers the Search For
term as a unit so that an 6
exact match must be
made to the entire value.

· Match case: requires that

the term has the same
upper-case and lower- 5
case characters as the
Search For term.
7
6 Specify the Search Area for
GoldMine to search for
topics that match the Search
For entry by selecting one or
more of the following:

· Keywords
8
· Topic name

· Folder name

· File names of attached

files

· Topic text

7 Select Search.

8 To open a topic, click .

SHARE INFORMATION 13-13

13-14 GOLDMINE 5.5 AT A GLANCE
IN
IN THIS
THIS CHAPTER
CHAPTER
Enter personal information
Change your password
Configure the contact
record display
Configure the Calendar
display
Select scheduling settings
Set up GoldMine’s alarm
Configure the Contact Listing
Configure GoldMine’s
toolbar display
Configure Internet e-mail
accounts and settings
Define modem and dialing
settings
Record pager information
Define synchronization
settings
Define additional settings
Define login settings
14
Y ou can configure GoldMine to make your work
sessions easier and more efficient based on your
needs and personal style. For most settings, you can define
Select
Preferences
parameters that are unique from the settings of any other
user. GoldMine saves these settings in your user’s
initialization file (username.INI). Some settings, especially
those related to logging into GoldMine, require Master
Rights to access.
This chapter contains procedures for defining a variety of
your preferences for GoldMine, including:
· Changing your personal information and password
· Configuring the contact record, Calendar, Contact
Listing, and toolbar displays
· Customizing scheduling settings, GoldMine’s alarm,
and additional settings
· Defining modem and dialing settings
· Recording your pager information
· Defining global login settings (available only to users
with Master Rights)
SELECT PREFERENCES 14-1
Setting Preferences
You can define a variety of settings to configure GoldMine’s
display and operation from the Preferences window. To
access the Preferences window from the Main Menu, select
Edit|Preferences. If you have Master Rights, you can also
define settings for a selected user from the Users’ Master File by
selecting the Preferences button.
14-2 GOLDMINE 5.5 AT A GLANCE
The Preferences window contains the following tabs:
· Personal: contains settings to record information about
you, including login data.
· Record: contains settings that control appearance and
ZIP Code validation for your contact records.
· Calendar: contains settings that define the calendar
format, such as background color and the work days in
your week.
· Schedule: contains settings for scheduling and working
with activities.
· Alarms: contains settings for configuring GoldMine’s
alarm feature.
· Lookup: contains settings for the Contact Listing.
· Toolbar: contains settings to control display and editing
operations for the GoldMine toolbar.
· Internet: contains settings that define your mail server,
login information, and other rules that you want to apply
to sending and retrieving e-mail. For details about
working with Internet preferences, see Chapter 8, “Send
and Retrieve E-mail.”
· Modem: contains special modem and dialing settings to
use only with GoldMine.
· Pager: records information about your pager, such as the
identification or PIN number and telephone number.
· Sync: contains settings to configure connections for
synchronization, and for working with linked documents
during synchronization.
· Misc: contains settings that control various operations.
· Login: records the locations of the default databases and
the system files, as well as other global system settings.
Entering
Personal
Information
GoldMine enters some of the
Personal tab entries, which are
taken from your system,
including:
· User Name
· Full Name (first, middle,
and last name) as entered
during installation
If you have Master Rights, you
can change the User Name
entry. From the Main Menu,
select File|Configure|Users’
Settings.
Enter personal
information
1 From the Main Menu, select
Edit|Preferences. By default,
GoldMine displays the
Personal tab.
2 Click to display a lookup,
from which you can select
your job Title.
3 Click to display a lookup,
from which you can select
your Department. 1
4 Type your work Phone
number.
5 Type your work FAX
number.
6 Click OK.
2 4
3 5
SELECT PREFERENCES 14-3
Changing your
Password
Depending on how GoldMine
is set up, you may enter a
password at the banner
display to access the
GoldMine work area. To
ensure the integrity of your
information, you can change
your password in GoldMine at
any time.
14-4 GOLDMINE 5.5 AT A GLANCE
Change your
password
1 Click Change Password.
2 Type the password that you
currently enter when you log
into GoldMine.
1
If you have no password ,
press v to pass the field.
3 Type a new password of up
to twenty characters that you
want to enter when you log
into GoldMine.
4 Type the new password
again.
5 Select OK.
3
4
Configuring Configure the
contact record
the Contact display
Record 1 Select Edit|Preferences.
Display 2 Click the Record tab.
You can define attributes of the
contact record display from the 3 To change the background
Record tab in the Preferences color of browse windows,
window. The settings that you you can select either:
select will apply to all contact
· Dark background: browse
records.
windows appear with a
gray background.
1
· Bright background: browse
windows apear with a
white background. 2

TIP 4 To display large text in

The Use Large Font setting is browse windows, check Use
designed for use with monitor Large Font.
display resolution of 1024x768 or
higher using Windows’ small font
3
5 To select a field entry when
option. This option is not available if you click inside the field, 4
your display is set to a resolution of
check Select contents of 5
640x480, or if using Windows’
large font option.
fields. 6
7
6 To display dates in text
format, check Show user-
defined dates in words.

7 To right-align numbers,
check Show numerics aligned
to the right.

SELECT PREFERENCES 14-5

 8 To display the sort field on
the left side of the status
bar, check Show sort-by field
on status bar.

9 To automatically display
the Organization Chart
when you maximize a
contact record, check Open
org tree when maximized.

TIP 10 To change the name that

The exact wording of the Contact appears in the Contact 8
10
Window Title options depend on Window Title, you can select 9
the field label of the contact/ either:
company name field. For example, if 11
the contact field label is Customer, · Contact name: displays
this option appears as Customer
the name of the contact
name. Regardless of the field label
selected, the name of the individual
in the title bar.
appears in the title bar of the
contact record. · Company name: displays
the company name in
the title bar.

11 Click OK.

14-6 GOLDMINE 5.5 AT A GLANCE

Validating ZIP
Codes
You can set how GoldMine
checks, or validates, a ZIP
Code entry when you add or
edit contact records.
TIP
A complete ZIP Code database is
available that includes more than
74,000 U.S. cities and
corresponding ZIP Codes. Call your
local FrontRange Solutions Partner
or FrontRange Solutions for more
information.
Validate ZIP Codes
1 Select one of the following:
· No Validation : GoldMine
does not check ZIP Code
entries. The City field is
edited first, followed by 1
the State and Zip fields.
· Default to primary city: 2
GoldMine automatically
validates ZIP Code entries.
The Zip field is edited first. If
the entry is found in the ZIP
Code file, then the city and 3
state from the first matching
ZIP Code record are
automatically entered.
· Show window of cities: Works
the same as Default to primary
city, unless GoldMine finds
more than one record that
matches the ZIP Code. In
this case, GoldMine
displays a browse
window listing all cities
with the ZIP Code is valid.
2 To increase the ZIP column
in the All ZIP Codes Lookup
list to display a ZIP plus
four entry, check Show 9
digits in lookup.
3 Click OK.
SELECT PREFERENCES 14-7
Changing the Change the display
colors of field labels
Display Colors or text
of Field Labels 1 Select either: 1
or Text · Label Color
You can apply a basic color or
custom color to field labels or · Data Color
text.
2 To select one of the Basic
colors, click on the color box,
then go to step 8.

To create a custom color,

click on the color box closest
to the color you want to
create, then continue with
step 3.

3 Select Define Custom Colors.

4
2 5
4 Click on the area of the color
spectrum that contains the
custom color.

5 Move to the position that

contains the color that you 7
want.
3
6 Select Add to Custom Colors.
8 6
7 Click on custom color that
you want to apply.

8 Click OK.

14-8 GOLDMINE 5.5 AT A GLANCE

Configuring Configure tabs in
the contact record
Tabs in the
1 Select Tabs.
Contact Record
2 To remove a tab from the
You can remove tabs from the contact record’s tab bar,
contact record’s tab bar, or uncheck the corresponding
change the order in which tabs box.
appear. 1
3 To change the order in
which a tab appears, select
the tab, then select either:

· Move Up

or

· Move Down

4 To return the tab display to

the default order, select
Reset.
2
5 Select OK. 3

SELECT PREFERENCES 14-9

Configuring
the Calendar
Display
You can define a variety of
Calendar display and refresh
settings.
TIP
GoldMine will stores your Start of
work day and End of work day
entries for use in scheduling, such
as in setting up your available time.
TIP
By default, GoldMine displays
entries in the 8-point size.
14-10 GOLDMINE 5.5 AT A GLANCE
Configure the
Calendar display
1 Select Edit|Preferences.
2 Click the Calendar tab.
3 To set the Start of work day,
click to select a time from
the graphical clock.
4 To set the End of work day,
click to select a time from
the graphical clock.
5 To change the Calendar color, 1
click to display a drop-
down list, from which you
can select a color. 2
6 To change the Font size of
entries in the Calendar, click
to select either:
3
· 8 point 4
· 10 point 5
6
7 To specify the Time Increment
to display in the Day tab of
7
the Calendar, click to
display a drop-down list,
from which you can select
an increment ranging from
five minutes to 60 minutes.
TIP
By default, GoldMine selects
Monday–Friday as work days.
However, regardless of the work
week setup on the Calendar, you
can schedule activities on any
weekday or weekend date.
TIP
The default entry 0 disables the
option so that GoldMine will not
automatically repaint the calendar.
8 To display the Work Days
that constitute your typical
work week in a lighter
shade on the Calendar, check
the corresponding boxes.
8 9
9 To automatically forward
activities each time you log
into GoldMine, check the
activity type, such as Calls.
10 To synchronize changed 10
dates when scheduled
activities roll over from the 11
originally scheduled dates,
select Sync Roll-over. To 12
preserve the original date
and time, leave this check
box blank.
11 To periodically repaint the
Calendar, type the number of
seconds that you want to
set as the refresh interval.
12 Click OK.
SELECT PREFERENCES 14-11
Adding Add a holiday
configuration
Holiday
1 Select Holidays.
Categories
2 Click Add.
If you have Master Rights, you
can set up multiple holiday 3 Type the name of the
configurations to apply to an country or other region for
entire organization, offices in which you want to enter
specific regions or countries, or 1
holidays.
your own special dates.
4 Select OK. To add holidays to
TIP
the newly entered country,
To delete a Country entry, select
the entry from the drop-down list, continue with “Add or edit
then click the Delete button to the holidays.”
right of the Country list.

3
4

14-12 GOLDMINE 5.5 AT A GLANCE

Adding or
Editing
Holidays
If you have Master Rights, you
can add, edit, and delete
holidays on the Calendar. You
can add holidays globally, for
one or more countries, or
define your own personal
“special days” for GoldMine
to remember on a continuing
basis.
Add a holiday
1 Select Holidays from the
Calendar tab.
2 To add the holiday to a
different Country
1
configuration, click to
select the entry.
3 Select New.
4 Type the Holiday name.
5 Click to select the Month
in which the holiday occurs. 2
3
6 Accept the default 1 for the
number of days over which the
holiday is celebrated, or click
to scroll to the number.
7 To designate the holiday’s
date, select either:
· Day: type the calendar
date on which the
holiday is observed.
· Day and week in the 4
month on which the
holiday is observed, 5 6
such as Labor Day (1st
7
Monday).
8 Select OK. 8
SELECT PREFERENCES 14-13
Adding Add holidays
defined for another
Holidays from holiday
another configuration
Holiday 1 Select Holidays from the
Calendar tab. 1
Configuration 2 Select Secondary Holidays.
You can add the holidays
defined for another holiday
3 Click to select the
configuration to the currently
Additional Country that
selected configuration. In
contains the holidays that
GoldMine, these additional
you want to add.
holidays are called “secondary
holidays.” 4 Select OK.

14-14 GOLDMINE 5.5 AT A GLANCE

Deleting a Delete a holiday

Holiday 1 Select Holidays from the

Calendar tab.
You can delete a holiday from
a holiday configuration. You
2 Click to select the
might find this operation
Country for which you want
especially useful after adding
to delete the holiday. 1
secondary holidays to remove
any excess holidays. 3 Select the holiday.

4 Select Delete.
2
5 Select OK.

3 4

SELECT PREFERENCES 14-15

Defining
Calendar
Format
Options
You can select settings to
configure activity record and
history record displays.
TIP
By default, GoldMine will select
Contact: Reference for the
Calendar display.
14-16 GOLDMINE 5.5 AT A GLANCE
Define the format of
the Calendar
1 Select Display Details from the
Calendar tab.
2 To specify the order in
1
which GoldMine displays
contact and reference
information for scheduled
activities in the Calendar,
select one of the following:
· Contact: Reference:
displays the name of the
contact before the
activity reference
information.
2
· Reference: Contact:
displays the activity
reference information
before the name of the
contact.
· Expression: allows a user
to specify the text that
appears for each activity
in the Calendar. Type the
expression in the field
that appears below the
option.
TIP
The activity code appears first, if
available, when selected in
conjunction with any other format
option, that is, with Contact:
Reference, Reference: Contact,
and Expression.
4 To configure completed
3 To display the three-
character activity code as
the first part of the activity
entry, check Show Activity
Code.
3
activity record record
displays, click the
Completed Activity tab.
Repeat steps 2–3.

5 Click OK.

SELECT PREFERENCES 14-17

Selecting
Scheduling
Settings
You can select a variety of
options to configure your
method of scheduling in
GoldMine.
TIP
If you select Check for timing
conflicts while scheduling,
GoldMine displays the Scheduling
Conflict dialog box when detecting
an activity scheduled for the
selected time.
TIP
If you select Start timer when
completing activities, the timer
appears in the status bar.
14-18 GOLDMINE 5.5 AT A GLANCE
Select scheduling
settings
1 Select Edit|Preferences.
2 Select the Schedule tab.
3 To set GoldMine to
automatically check for your
availability when
scheduling an activity,
check Check for timing
conflicts while scheduling.
4 To automatically insert the
Notes entry from the 1
completed activity into the
follow-up activity, check
Carry over completion notes
2
when scheduling follow-up
calls.
5 To start GoldMine’s timer
when you select an activity 3
to complete, check Start timer 4
when completing activities. 5
6
6 To display details of the
selected activity in the lower
portion of the Activity Listing,
check Show the details section
in the Activity Listing window.
 7 To link the selected record
in the Activity List with the
active contact record in the
work area, check Sync the
Contact window with the
Activity Listing.

TIP 8 To activate a one-way link

The Link with Microsoft from GoldMine to
Schedule+ setting will only update Schedule+, so that
Schedule+. Additions, changes, or changes to the selected 7
completions of activities in
activity types in GoldMine
Schedule+ will not be reflected in 8
GoldMine. will be added, changed, or
completed in Schedule+, 9
check Link with Microsoft
10
Schedule+.

9 You can link one or more

of the following activity
types:

· Calls

· Appointments

· Next Actions

· To-dos

10 Click OK.

SELECT PREFERENCES 14-19

Setting Alarms
You can configure alarm
settings for an alarm in
GoldMine to remind you of
imminent activities, such as a
scheduled meeting, or
activities that you want to
perform, such as calling a
contact.
TIP
By default, GoldMine displays
alarms as pop-up windows when
triggered.
TIP
To set the alarm to appear at the
time an activity is scheduled, set
Alarms default lead time to zero.
To set the alarm to appear at some
interval prior to an activity, place a
value in this field.
14-20 GOLDMINE 5.5 AT A GLANCE
Set up GoldMine’s
alarm
1 Select Edit|Preferences.
2 Select the Alarms tab.
3 To turn off GoldMine’s
alarm feature, select Disable
alarms.
4 To select the type of display
that GoldMine uses for
alarms, select either:
· Pop-up alarms 1
· Task-bar notification
2
5 To specify the amount of
time before an activity is
scheduled that the alarm
appears, type the number of
3 5
minutes for the Alarms default
lead time. 4 6
6 To set the interval for
GoldMine to wait before
checking for new alarms (if
you do not select Disable
alarms), set the number of
seconds between scans.
TIP
GoldMine includes the GoldAlarm
program to remind you of scheduled
activities when you are logged out
of GoldMine. When you are
working with other applications, or
when your PC is idle, GoldAlarm
will alert you to imminently
upcoming activities scheduled in
GoldMine for which the alarm has
been enabled.
TIP
When you select Task-bar
notification reminder, GoldMine
also plays any alarm specified in
Play alarm sound file.
7 To display the alarm in the
task-bar at the interval
specified, set the number of
minutes for Task-bar
notification reminder. To
activate this setting, you
must also select Task-bar
notification.
7
8 To reinitiate an alarm after
8
a specified period, set the
9
number of minutes to
snooze the ignored alarms for. 10
9 To set GoldMine to call
your pager if you fail to
respond to an alarm, set the
number of minutes for
GoldMine to wait before
sending the pager message.
10 To Play alarm sound file,
check the box, and specify
the path and name of the
.WAV sound file. To
navigate through your
system to select the .WAV
file, click .
SELECT PREFERENCES 14-21
 11 To add a GoldAlarm icon to
your Windows desktop,
check Place GoldAlarm icon on
my desktop.

TIP 12 To start GoldAlarm at the

Clicking on the GoldAlarm icon same time as the Windows
startup, select Run GoldAlarm
starts GoldAlarm, and places in
when Windows starts.
the system tray. You can click
to display a system menu, which 13 Click OK.
includes the following options:
· GoldMine: starts GoldMine, 12
11
and removes from the
system tray. 13
· About: displays the About
GoldMine dialog box.
· Exit: closes GoldAlarm, and
removes from the system
tray.

14-22 GOLDMINE 5.5 AT A GLANCE

Configuring Configure the
Contact Listing
the Contact
1 Select Edit|Preferences.
Listing
2 Select the Lookup tab.
You can define the display
settings of your Contact Listing. 3 To link a record selected in
the Contact Listing with the
active record, so that
GoldMine displays the
linked contact record, select
Sync the Contact window with
the Contact Listing window.

4 To display the Contact Listing

in the shrunken mode, check
Appear in ‘Shrunken’ mode 1
when Finding by.

5 To change the delay that

GoldMine waits while you 2
type the entry in the Find
Value field of the Contact
Listing before displaying a
matching record, type a 3
number in Lookup alignment 4
delay while typing (1/10 sec). 5

SELECT PREFERENCES 14-23

 6 To select the field displayed
in the Contact Listing when
you click in the Getting
Started, Basic, or Standard
toolbar, click either:

· Contact
or
· Company 6

7 To define how you want

GoldMine to handle the 7
Contact Listing after you
select a record, select one of
the following options: 8

· Move the Contact Listing

window to the back

· Close the Contact Listing

window

· Minimize the Contact

Listing window

8 Click OK.

14-24 GOLDMINE 5.5 AT A GLANCE

Configuring
GoldMine’s
Toolbar
Display
You can select display and
editing operations for
GoldMine’s toolbar from the
Preferences window. You can
also access toolbar options by
two other methods:
· From the Main Menu:
select Edit|Toolbars
· From the toolbar: right-
click to display the local
menu
Configure
GoldMine’s toolbar
display
1 Select Edit|Preferences.
2 Click the Toolbar tab.
3 To display monochromatic
(grayscale) icons instead of
color icons, select Show
toolbars with gray buttons.
4 To display a brief
description of an icon’s
operation when the mouse 1
pointer is positioned on the
icon, select Show bubble help.
Bubble text appears in a 2
small yellow box below
the icon.
5 To display a brief
description of the toolbar
icon’s operation on the left 3
4
side of the status bar when
5
the mouse pointer is 6
positioned on the icon, select
Show status bar help.
6 To display a description of
the icon’s operation within
the enlarged button, select
Show button text.
SELECT PREFERENCES 14-25
TIP
If Allow user configuration is
disabled, you can still reset the
original toolbars to the default icons,
create a new toolbar group, and
move a toolbar—see Allow
undocking and docking.
However, you cannot move icons
from existing toolbars into the new
toolbar, or insert items into the
toolbar. The Insert Item command
will not appear on the Toolbar local
menu.
TIP
If Allow undocking and docking
is disabled, you can still move a
floating toolbar (that is, one placed
somewhere inside the work area),
but you cannot dock the toolbar at
the top or either side. However, if a
toolbar is docked at the top or either
side, you cannot move the toolbar
from the docked position.
SEE ALSO
For a description of each toolbar, see
“Getting Started with GoldMine|
Working with Displays and
Menus” in GoldMine’s online
Help.
14-26 GOLDMINE 5.5 AT A GLANCE
7 To enable toolbar editing
capabilities, such as adding
icons to a toolbar, select
Allow user configuration.
8 To enable the capability to
release a toolbar from the
current position and
anchor—or dock—the 9
toolbar at other locations,
such as either side of the
7
work area display, select
8
Allow undocking and docking.
9 To select one of five different
10
toolbars, select one of the
following options:
· Getting Started: displays a
single toolbar of basic
commands.
· Basic: displays a single
toolbar of commonly
used commands.
· Standard: displays the
Standard, Schedule,
E-mail, Record, and Tools
toolbars.
· Advanced: displays the
Standard, Schedule,
E-mail, Misc., Record,
Setup, and Tools
toolbars.
10 Click OK.
Setting up Configure Internet
e-mail accounts and
Internet E-mail settings
Before you can send or retrieve
Internet e-mail, you must 1 Select Edit|Preferences.
define the settings needed by
GoldMine to connect to your 2 Click the Internet tab.
Internet Service Provider (ISP),
and log in to your mail server. 3 Follow the instructions in
Chapter 5, “Send and
In addition, you can set up
Retrieve Internet E-mail.”
multiple accounts, and define
a variety of settings to help you
compose and retrieve e-mail.

SELECT PREFERENCES 14-27

Defining Define modem and
dialing settings
Modem and
1 Select Edit|Preferences.
Dialing 2 Click the Modem tab.
Settings 3 To use a different modem,
Default modem and dialing
properties are defined in the click to display a list of
Modems tab of the Windows available modems, from
Control Panel. However, you which you can make your
can select special modem and selection.
dialing settings to use only
4 To change dialing settings
with GoldMine.
for use only in GoldMine,
TIP select Dialing Properties. 1
Windows uses the Telephone
Application Programming Interface 5 To select line settings that
(TAPI) to set up one or more will apply only in 2
modems. You can select a different GoldMine, select Line
modem for use only in GoldMine. Properties.
TIP
The Dialing Properties settings
are useful for one-time or 3
infrequent situations. For example,
if you are on a business trip that 4 5
places you outside your normal local
area code, you can enter the
current local area code in the
Dialing Properties dialog box.
SEE ALSO
For details about options in the
Dialing Properties dialog box and
the Standard Modem Properties
dialog box, see your Windows
documentation.

14-28 GOLDMINE 5.5 AT A GLANCE

TIP
If you select Let TAPI format
phone numbers, TAPI will
automatically provide additional
strings required for dialing a
telephone number, such as the
international access code and a
country code when detecting a
Country entry that is recognized
by Windows. For example, if you
select this option, then dial a contact
with a Country entry of Israel, and
a telephone number 1-234567,
TAPI will provide the international
access code 011 and the country
code 972.
7 To use a Dial Prefix before a
8 To use a Dial Suffix after the
6 To define the method of
formatting telephone numbers
for dialing, select either:
· Let TAPI format phone
numbers: allows TAPI to
interpret and apply
formatting to telephone
numbers
or
7
· Dial numbers as entered: 6
dials a telephone number 8
as entered and formatted
by GoldMine, including
any prefix or suffix entry,
and any special settings
defined in the
PREDIAL.INI file
telephone number that
allows access to a special
line or service, such as
dialing 9 to access an
outgoing line, either type the
number, or click to select
from the lookup.
telephone number that
executes a special command,
either type the number, or
click to select from the
lookup.
SELECT PREFERENCES 14-29
TIP
Once the Hang up after period has
elapsed, GoldMine will hang up and
free the telephone line. By default,
GoldMine waits 30 seconds.
10 Click OK.
14-30 GOLDMINE 5.5 AT A GLANCE
9 To specify the length of time
that GoldMine will Hang up
after, either type the number
of seconds, or click to
scroll through numbers.
10
Recording
Information
about your
Pager
You can enter information
about your pager so that you
can receive:
· Messages from other
GoldMine users
· Alarms set up in
GoldMine
Once entered, a GoldMine user
can access the information by
selecting your user name from
the Page Message tab of the
Send a Pager Message window.
TIP
When you select Page by dialing
a terminal phone number, be
sure to complete the following:
· Terminal Number: be sure to
include any prefix or suffix
sequences required to access a
special line or service in the
telephone number.
· Terminal’s maximum
character length: specify the
greatest number of characters
that the pager can accept.
Most pagers can accept
80–100 characters.
Record pager
information
1 Select Edit|Preferences.
2 Click the Pager tab.
3 Type the Pager ID (PIN) that
identifies your pager. If
necessary, contact your
Internet Service Provider
(ISP) for this information.
4 Specify your preferred
method for receiving a pager
message by selecting either: 1
· Page by sending an Internet
E-mail to address: indicates
that you prefer to receive a 2
pager message by e-mail
instead of receiving a call
to the pager’s telephone
number. Be sure to enter
your e-mail address. 3
· Page by dialing a terminal
phone number: indicates
4
that you prefer to receive a
pager message via call to
the pager. Be sure to
designate the Terminal
Number and the Terminal’s 5
maximum character length in
characters.
5 Click OK.
SELECT PREFERENCES 14-31
Define Define
synchronization
Synchronization settings
Settings 1 Select Edit|Preferences.
You can define the following
remote synchronization 2 Click the Sync tab.
preferences:
3 To designate a location
· Settings for retrieving where GoldMine will look
linked documents to retrieve linked
· Overrides to default documents transferred after
timeout settings synchronization, set the
Default path of retrieved linked
documents. 1

4 To designate a destination
for GoldMine or GoldSync
to place a retrieved linked 2

document, click to select

either:

· Document’s original path: 4

location where document 3
originally was last saved
or
· Default path specified in
Default path of retrieved
linked documents.

14-32 GOLDMINE 5.5 AT A GLANCE

TIP
If you do not select When
incoming linked documents
are not found in their original
path, GoldMine will try to search
for the linked document in the
original drive or location. If not
found there, GoldMine will search
any available alternate drives. If the
linked document is not found in the
original or alternate drives, then
GoldMine will retrieve the
document into the default directory.
If you have not assigned a directory
in Default path of retrieved
linked documents, the default
directory is the SYSDIR
directory\TmpLinks\; typically, the
SYSDIR directory is the GoldMine
directory.
TIP
If you select Retrieve linked
documents only into alternate
drives specified above, GoldMine
or GoldSync will not place a linked
document in the TMPLinks directory.
TIP
By default, GoldMine includes
linked documents in a transfer set.
Unchecking Allow new linked
documents to sync by default
also unchecks Allow file to
synchronize in the Linked
Document dialog box for all newly
linked documents. To synchronize
an individual linked document,
check Allow file to synchronize
for that document.
5 To add drive(s) for GoldMine
or GoldSync to search for
linked documents When
incoming linked documents
are not found in their original
path. . ., type the drive(s).
Separate each drive or share
entry by a semicolon (;)—
for example,
C;\\SERVER\DOCS;D;F;.
5
6 To limit a search for linked 6
document(s) to the specified 7
drives, check Retrieve linked 8
documents only into alternate
9
drives specified above.
7 To create a backup of the
linked document prior to
retrieving a changed
version, check Back up
existing documents (as .BAK
files) before overwriting them.
8 To prevent newly linked
documents from
synchronizing, uncheck
Allow new linked documents to
sync by default.
9 To set override values for
timeout periods, select
Advanced. Continue with
“Select Advanced
Synchronization Settings.”
Otherwise, click OK.
SELECT PREFERENCES 14-33
Setting
Timeout
Periods for
Synchronization
GoldMine automatically
generates timeout periods for
connections during remote
synchronization. Typically,
you do not need to enter new
values. However, you can
override these default timeout
periods.
You can override the default
values for the following
connection methods:
· Modem
· Network
· Internet
You can override the
handshake timeout value for
all three connection methods.
A handshake is the electronic
protocol exchanged between
two systems when
establishing a connection via
modem. The handshake must
occur at the beginning of any
connection before
communication begins.
14-34 GOLDMINE 5.5 AT A GLANCE
Set timeout periods
for synchronization
1
1 Select Advanced.
2 To define the Modem
connection method, set the
number of seconds that
GoldMine will wait to
complete a handshake
routine before
disconnecting.
3 To define the Network
connection method, set the
following:
· Handshake timeout (sec):
number of seconds that
GoldMine will wait to
complete a handshake
routine before
disconnecting.
2
· Refresh time (ms):
number of milliseconds
that GoldMine will
wait to receive 3
information about the
progress of the current
synchronization
session. On slower
network connections,
you might need to
increase this value.
4 To define the Internet
connection method, set the
following:

· Handshake timeout (sec):

number of seconds that
GoldMine will wait to
complete a handshake
routine before
disconnecting.

· Connection timeout (sec):

number of seconds that
GoldMine will wait after
an interruption in the 4
transmission to continue
receiving status data
before disconnecting. 5 6

5 To return all timeout settings

to their original default
settings, select Set Defaults.

6 Click OK.

SELECT PREFERENCES 14-35

Defining
Additional
Settings
You can find a number of
useful settings in the Misc tab
of the Preferences window.
14-36 GOLDMINE 5.5 AT A GLANCE
Define additional
settings
1 Select Edit|Preferences.
2 Select the Misc tab.
3 To display the What’s New
online resource of the
InfoCenter as soon as you
finish logging in, select
Show ‘What’s New’ in the
InfoCenter when logging in.
4 To display time in 24-hour
format on that status bar 1
and the time fields of
windows, select Show time
in 24 hour format. For
example, 9:00 p.m. appears 2
as 21:00 in the 24-hour time
format.
5 To display the Paging status
window that shows 3
messages sent to and from 4
the receiving pager, select 5
Show status during paging. 6
6 To reconfigure GoldMine to
display the v4.0 default
Main Menu configuration,
select Use the old GoldMine
4.0 menu.

TIP
For best results, assign the same
user name in both GoldMine and
MS Outlook.
7 To define the method by
which GoldMine interprets
dates where no century is
indicated, type or click to
set the EPOCH Year. For
example, the default value
50 will set GoldMine to
interpret dates after
01/01/50 as occurring in
the 20th century, while dates
before 01/01/50 as
occurring in the 21st century.
7
8 To designate an MS Outlook 8
name that GoldMine will
use if the MS Outlook user 9
name entry is not the same
as the individual’s
GoldMine user name, type
the name.
9 Click OK.
SELECT PREFERENCES 14-37
Defining
Login Settings
The Login tab appears in the
Preferences window only for
users with Master Rights. By
entering new values in the
Login tab, you can change the
following system settings:
· GoldMine program and
database files
· Default login user
· Optional password to open
the default database
If you work with a network
version of GoldMine, the
changes will affect all users.
TIP
On a network installation, all users
must enter the same GoldMine
home directory, which must be
located on the network server. The
home directory may not be located
on an SQL server.
14-38 GOLDMINE 5.5 AT A GLANCE
Define login
settings
1 Select Edit|Preferences.
2 Click the Login tab.
3 To designate the GoldMine
home directory, specify the
path and name of the
directory that contains the
GoldMine nondata files,
such as report and license
files. By default, GoldMine
will enter the GoldMine
directory where the 1
program files are located.
4 To designate the location of
2
the GoldMine database,
specify the path and name
of the database. The
GoldMine database
contains data not related to
3
contacts, such as forms, 4
filters, InfoCenter, etc.
TIP
On an SQL database server,
GoldMine can store both the
GoldMine files (GoldMine
database) and one set of contact
files (Default contact database)
in the same SQL database.
TIP
If a password has been set up for
the default user, all users will need
to enter this user’s Password in
the login banner display.
TIP
The Time Clock drop-down list
contains three settings:
· Disable Time Clock: turns
off login and time tracking.
· Track daily totals:
monitors the total of times a
user logs into GoldMine, and
the cumulative amount of time
that the user is logged in per
day. These statistics appear in
the Time Clock tab of the
[Username] Properties
window.
· Track each login: monitors
the amount of time that a user
is logged into GoldMine for
each login session. These
statistics appear in the Time
Clock tab of the [Username]
Properties window.
5 To designate the location of
the Default contact database
that GoldMine will
automatically open, type the
path and name of the
database. The contact
database contains all
contact-related files,
including individual 5
records, history, and detail
records. 6 7
6 To change the Default login
user name that GoldMine
displays to all users when
they access the login banner
display, click to select
another name.
7 To set the Time Clock that
controls how GoldMine
monitors login activity for
each user, click to select
one of the following:
· Disable Time Clock
· Track daily totals
· Track each login
SELECT PREFERENCES 14-39
TIP
You can activate the Bypass login
banner option only if no password
is required.
TIP
The Open files exclusively option
can be useful to network users.
Opening a file exclusively on some
networks can increase access speed
significantly. However, no one else
can access the selected GoldMine
database.
14-40 GOLDMINE 5.5 AT A GLANCE
8 To skip the banner display
when the program starts,
check Bypass login banner.
9 To allow only you to access
the selected GoldMine
database file, check Open
files exclusively.
10 Click OK.
8 9
10
 Groups in which a member
Appendix A: Keyboard Shortcuts (subset of database) ........................................................... b +M
Automated Processes ........................................................ b +T
Working in GoldMine
Opportunities linked to ........................................................ b +Y
u
Access Main Menu .........................................................................................
Projects linked to ............................................................... b +J
Display Help for active window ....................................................................... l
Edit contact’s record ............................................................................ b +E
Display predefined field entries,
lookup, calendar (date fields), Enter Notes: ....................................................................................... b +I
m
or clock (time fields) ......................................................................................... Undo typing ....................................................................... b +Z
Exit GoldMine ..................................................................................... a +o Cut selected text ................................................................ b +X
Copy selected text ............................................................. b +C
Working with Contacts
Search for a contact (within a record) ............................................................... n Paste copied text ............................................................... b +V

Go to contact’s record: Display Personal Rolodex ...............................................................................

}
Next record ...............................................................................
Scheduling Activities
Previous record ......................................................................... {
Dial telephone to contact:
First record ..................................................................... b +{
Phone 1 ............................................................................. a +1
Last record ..................................................................... b +}
Phone 2 ............................................................................. a +2
Cycle last-viewed records .............................................. j +{
Phone 3 ............................................................................. a +3
View details about a contact:
Fax ................................................................................... a +4
Summary .......................................................................... b +S
Start timer ..................................................................................................... s
Fields ................................................................................ b +F
Stop timer .......................................................................... j +s
Org Chart .......................................................................... b +Q
Reset timer ........................................................................ a +s
Notes ................................................................................ b +N
Restart timer ...................................................................... b +s
Additional contacts ............................................................. b +C
Details ............................................................................... b +D
Referrals ............................................................................ b +R
Pending activities ............................................................... b +P
History .............................................................................. b +H

APPENDIXES Ap-1
Write an Internet message ........................................................ b +j +E
Display Opportunity Manager ..........................................................................
Display your Calendar .................................................................................... r
Display E-mail Center ..................................................................................... p
Display Activity List ......................................................................................... q
Designing Reports
Center object ....................................................................................... a +C
Edit object:
Cut .................................................................................... b +X
Copy ................................................................................. b +C
Paste ................................................................................. b +V
Delete ........................................................................................ c
Change font for text ............................................................ a +u
Align text within object ....................................................... b +P
Specify outline properties ................................................... b +O
Select a background .......................................................... b +B
Edit a field expression ........................................................ b +F
Edit a filter .......................................................................... b +q
Ap-2 GoldMine 5.5 AT A GLANCE
Insert into a template:
t Section label .................................................................................. q
Text label ....................................................................................... t
Data field ........................................................................................ m
Expression field ............................................................................. n
System field .................................................................................. o
Dialog field ..................................................................................... p
Line ................................................................................... b +t
Picture
from Clipboard .......................................................... b +r
from disk file .............................................................. b +s
Duplicate field ..................................................................... a +p
Work with dialog fields (prompts):
Create ............................................................................... b +R
Edit .................................................................................... b +M
Delete ................................................................................ b +D
Specify report settings:
Define margins, ruler, and date format ............................................. r
Define a filter ...................................................................... b +r
Save report template:
Save/update template ............................................................ u
Save template under a new file name ... j +u
Appendix B: Toolbars
Basic Toobar

Create a contact record Open another contact database file

View another record Dial the contact’s telephone number

Start the timer Insert a note

View the Org Chart for the contact Find a contact record

View groups of contacts Build a filter

View your personal Rolodex® View the InfoCenter

Print a form letter Print a report

Set preferences in GoldMine Display the E-mail Center

View your Calendar View your Activity List

Complete an activity Schedule an appointment

Schedule a call Schedule a next action

Schedule a sale Send a telephone message

Send GoldMine e-mail Send Internet e-mail

APPENDIXES Ap-3
Customizing
the GoldMine
Toolbar
You can set up GoldMine’s
toolbar to support your work
needs, including:
· Specifying the types and
positions of toolbar
displays
· Creating custom
toolbars
· Recording and playing
macros that automate
multiple-step tasks
Depending on the options
enabled, you can add text to
each icon, move, edit and/or
hide the seven preconfigured
toolbars. You can also create
custom toolbars that can be
moved, edited, hidden, or
deleted. The original toolbars
or any custom toolbars can
contain special icons that will
execute macros of automated
actions that you record easily
from any toolbar display.
Ap-4 GOLDMINE 5.5 AT A GLANCE
Select toolbar
display and editing
operations
1 Select Edit|Toolbars.
2 Select Options.
3 To display a brief description 1
of an icon’s operation when
the mouse pointer is
positioned on the icon, select
Show quick help.
4 To display a brief description
of the toolbar icon’s operation
on the left side of the status bar
when the mouse pointer is
positioned on the icon, select
Show fly-by status bar help.
2
5 To enlarge all options, and
display text within each icon
that describes the operation
performed by the icon, select
Show button text.
6 To enable toolbar editing 3
capabilities, such as adding 4
new icons to a toolbar, select 5
6
Allow user configuration.
TIP
If you disable Allow undocking
and docking, you can still move a
floating toolbar (that is, one placed
somewhere inside the work area),
but you cannot dock the toolbar at
the top or either side. However, if a
toolbar is docked at the top or either
side, you cannot move the toolbar
from the docked position.
8 Select OK.
7 To be able to release a
toolbar from the current
position and anchor—or 8
dock—the toolbar at the
top of the onscreen display
below the Main Menu, or
on either side of the work 7
area display, select Allow
undocking and docking.
APPENDIXES Ap-5
Moving
Toolbars
GoldMine can display a
toolbar in a floating state or a
docked state. A floating
toolbar can be positioned
anywhere inside the work
area. A docked toolbar is
positioned at the top of the
onscreen display under the
Main Menu, or on either the
right side or left side of the
onscreen display.
TIP
To toggle any toolbar between
docked state and floating state,
double-click with the left mouse
button on the toolbar. For example,
you can move the standard toolbar
independently of the schedule or
tools toolbar. You can select any
original toolbar or custom toolbar to
toggle from a docked position to a
floating state, and vice versa.
Ap-6 GOLDMINE 5.5 AT A GLANCE
Move toolbars
1 To move a docked toolbar to
a floating position, click
1
inside the toolbar, then hold
the mouse button while
dragging the toolbar.
2 Release the mouse button at
any place in the work area.
3 To reconfigure a floating
toolbar into a vertical 2
orientation, drag a corner
down and inward.
4 To dock a toolbar on either 4
side of the work area, drag a
floating toolbar to the left
side or right side. When the
outline changes to a vertical
orientation close to the side
3
to which you want to dock
the toolbar, release the
mouse button.
Hiding a Hide a floating or
docked toolbar
Toolbar
Any or all toolbars can be 1 Select Edit|Toolbars.
closed, or hidden from the
2 Click to remove the check
onscreen display. A hidden
from the toolbar that you
toolbar is still available; that is,
want to hide.
can be displayed at a later
time. 1
TIP
You can also close a floating toolbar
by clicking the close button in the
top left corner of the toolbar.
Regardless of how closed, this 2
toolbar will remain closed until
selected from either the Toolbar local
menu or from the Toolbars dialog
box.

Click the close button

APPENDIXES Ap-7
Restoring a Restore a toolbar

Toolbar 1 Select Edit|Toolbars.

A hidden, or closed, toolbar 2 Click to check the toolbar

can be displayed at any time. that you want to display.
The toolbar appears in the
position placed when hidden;
that is, the toolbar appears in a
docked position if docked
when hidden, or floating in 1
the position where placed
when hidden.

Ap-8 GOLDMINE 5.5 AT A GLANCE

Creating a Create a toolbar

Custom 1 Select Edit|Toolbars.

Toolbar 2 Select Toolbars.

You may find that you perform 3 Type the title for the new 2
some operations so frequently toolbar. 1
that grouping the icons
corresponding to these 4 Select OK.
functions in a customized
5 Select OK.
toolbar would speed your 4
work. You can create a toolbar 3
6 Select Edit|Toolbars.
or make changes to any
existing toolbar. 7 Select Insert Item.
5
TIP
The Insert Item command appears
on the Toolbars menu only if
Allow user configuration is
selected in the Toolbar Options
dialog box.

new toolbar

New toolbar appears

on Toolbars menu

7
6 7

APPENDIXES Ap-9
TIP 8 Drag the icon(s) to the new
You can also move icons from an toolbar.
existing toolbar to the empty 9
toolbar, or copy icons to the new
9 Select Close.
toolbar.

Ap-10 GOLDMINE 5.5 AT A GLANCE

Deleting Icons Delete an icon from
a toolbar
from a Toolbar
You can delete icons from any 1 Right-click on the toolbar
toolbar. icon, then hold the right
mouse button while you
1
drag the icon into the work
area.

Restore the default 1

TIP
You can restore the icons to the
standard (original) toolbars. The
reset function does not apply to
custom toolbars.
set of icons
1 Right-click to display the
local menu on the toolbar to
which you want to restore
the default set of icons.
2 Select Reset Toolbar.

3 Select Yes.
2

APPENDIXES Ap-11
Deleting Delete a custom
1
toolbar
Custom
1 Right-click to display the local
Toolbars menu on the toolbar that you
want to delete.
You can delete any custom
toolbar. Once deleted, a toolbar 2 Select Delete Toolbar.
must be recreated if needed at
a later time. 3 Select Yes.

TIP
The Delete Toolbar command is
available only to remove custom
toolbars.

Ap-12 GOLDMINE 5.5 AT A GLANCE

Recording
Macros
You can create a macro to
execute a sequence of tasks
that you perform frequently. A
macro groups together a series
of commands and/or
keystrokes into a one-step
operation. You can start the
macro from either a special
toolbar icon, or by pressing a
hot-key combination. For
example, if you frequently
schedule sales calls to
prospects who have received a
demo product, you can set up
a macro to access the Schedule
a Call window, then select an
activity Code, and a Reference
entry. Whenever you either
press the hot-key combination
for the macro or click on the
assigned toolbar icon,
GoldMine will automatically
perform these steps and
schedule a call for the active
contact record.
You can assign up to ten
macros to a toolbar icon. You
can place the macro icon in a
standard or custom toolbar.
Record a macro
1 Select Edit|Toolbars.
2 Select Record Macro, then
execute the series of
commands, type or select
1
field values, etc., that you
want to group as a series of
operations in the macro.
3 To stop recording, click .
4 Select the icon that you
want to represent the
macro.
5 Type the Pop-up Quick Help
Text to describe the macro. 2
3
6 Type the Status Bar
Description to describe the
macro.
4
7 Add an Optional Hot Key. 10
5
8 Select the Playback speed 6
from the drop-down list.
7
9 Drag the icon to the toolbar.
8
10 Select OK.
APPENDIXES Ap-13
Editing Macros Edit a macro
You can change properties for 1 Select Edit|Toolbars.
an existing macro.
2 Select Edit Macro.

3 Select the icon for the macro

that you want to change. 1

4 Type the Pop-up Quick Help Text

to describe the macro.

5 Type the Status Bar Description

to describe the macro.

6 Change or add an Optional Hot

Key.

7 Select the Playback speed from

the drop-down list.
2
8 Select OK.

3 8
4

6
7

Ap-14 GOLDMINE 5.5 AT A GLANCE

Deleting
Macros
To delete a macro that is
represented by a toolbar icon,
you must perform two steps in
the following order:
· Deleting the recorded
macro
· Deleting the macro icon
Delete a macro
1 Select Edit|Toolbars.
2 Select Edit Macro.
3 Select the icon for the macro
that you want to delete.
4 Select Delete.
5 To remove the deleted 1
macro’s icon from a toolbar, 2
right-click on the toolbar
icon, then hold the right
mouse button while you
drag the icon into the
work area. 3
4
APPENDIXES Ap-15
Ap-16 GOLDMINE 5.5 AT A GLANCE
IN THIS CHAPTER
A
Actions tab, 5-18
active contact record, 2-2, 2-6,
3-8, 3-6
activity
add participants to a
scheduled, 5-9
add to your to-do list, 5-26
analyze completed, 7-10
display graphs of activity
data, 7-13–7-15
complete, 6-4, 6-6
find time open for all
participants, 5-11–5-12
page another user, 6-9
reserve resources for, 5-10
schedule, 5-6–5-8
schedule a recurring, 5-13
schedule for a group of
contacts, 5-14–5-15
schedule using the Contact
Listing and Calendar,
5-23
schedule with the Calendar,
5-22
scheduling from the Outline
tab, 5-24
take a phone message, 6-7–6-8
view for one contact, 5-17
view from three types of
windows, 5-16
view in the Activity List,
5-18–5-19
view in the Calendar,
5-20–5-21
activity information, 3-2, 5-16
Activity List, 2-2, 2-5, 5-18
Actions tab, 5-18
Appts tab, 5-18
Calls tab, 5-18
Closed tab, 5-18
E-mail tab, 5-18
Filed tab, 5-18
Forecast tab, 5-18
Open tab, 5-18
Out-Box tab, 5-18
RealTime tab, 5-18
tag records in, 4-8
To-do tab, 5-18
add details in tab folders, 3-4
address labels, 12-2
alarm
configure GoldMine to send
via pager, 14-31
for Internet e-mail, 9-18
Alarms tab, 14-2, 14-20–14-22
analysis report
save data selection settings
for, 12-5
Index
select Calendar data to
include, 12-5
select data for, 12-4
select history data for, 12-4
select linked data types to
include, 12-5
select records by activity
code, 12-4
select records by result
code, 12-4
specify a date range for
history records to be
included, 12-4
specify date range for
activity records to be
included, 12-5
analyze
completed activities, 7-10
forecasted sales, 7-6–7-7
quotas, 7-9
Appts tab, 5-18
assign a quota, 7-8
authentication protocol, 8-11
auto-dial a telephone number,
5-4
INDEX 1
B Calendar tab, 14-2, 14-10–14-11
Basic toobar icons, Ap-3
bcc on outgoing messages
(Internet), 8-6
Boolean expression, 4-9
browse window, 2-2, 2-6,
2-7, 4-2
button text display on toolbar
icons, Ap-4
C 14-4
Calendar, 2-2, 2-5, 5-16,
5-20, 5-22, 5-23
add a holiday configuration,
14-12
add holidays defined for
another configuration,
14-14
configure display, 14-2
configure the format,
14-16–14-17
delete a holiday, 14-15
use with the Contact Listing
to schedule an activity,
5-23
VCR controls, 5-20
calendar report
save data selection settings
for, 12-7
select a format for page
layout, 12-7
select activity data types to
include, 12-6
specify date range for
activities, 12-6
specify time period for
activities, 12-6
INDEX 2 GOLDMINE 5.5 AT A GLANCE
call
auto-dial telephone number
for, 5-4
record an unscheduled,
6-5–6-6
record call length, 5-5
schedule, 5-2–5-3
Calls tab, 5-18
case-sensitivity of searches, 3-9
change your password entry,
check the schedules of other
users, 5-25
clock, 2-8
Closed tab, 5-18
complete
forecasted sale, 7-4–7-5
message, 6-10
scheduled activity, 6-2–6-4
contact database
methods of managing
subsets, 4-9
open, 3-16
Contact Listing, 5-23
configure, 14-23–14-24
using with the Calendar to
schedule an activity, 5-23
Contact Listing, 4-3, 4-4, 4-6
sort contacts in, 4-2
tagging records from, 4-8
contact record
configure display, 14-2,
14-5–14-6
configure tabs, 14-9
copy information into
another application, 3-14
delete, 3-15
link to Organization Chart,
4-6
look up by any type of
information, 3-10
look up by basic information,
3-9
look up by record number,
3-12
select display colors of field
labels or text, 14-8
sort in the Contact Listing,
4-2
tag, 4-8
view activities scheduled
for, 5-17
contact record, 2-2, 2-11,
3-1, 3-12
add basic information to, 3-3
add notes to, 3-6
create, 3-2
edit, 3-13
view multiple, 3-8
contact report
save data selection settings
for, 12-5
select Calendar data to
include, 12-5
select data for, 12-4
select history data for, 12-4
select linked data types to
include, 12-5
select records by activity
code, 12-4
select records by result code,
12-4
specify a date range for
history records, 12-4
specify date range for
activity records, 12-5
copy contact information copy
into another application,
3-14
copyright information, ii
correspondence
add a template, 11-11
create a template, 11-8
Crystal Reports, 12-3
D
database
methods of managing
subsets, 4-9
open, 3-16
date format setting for Internet
e-mail, 8-16
Day tab, 5-22, 5-23, 5-24
dBASE, 4-9
delete a contact record, 3-15
Delrina Winfax PRO, 11-3
dialing settings, 14-28–14-30
Document Management Center,
11-2, 11-4
E
e-mail
add a recipient to a message,
9-13
add Internet e-mail to an
opportunity or project,
9-17
address, 8-2
assign a password, 9-15
attach a file, 9-20
attach your VCard to a
message, 8-5, 9-17
authentication protocol, 8-11
automatically send queued
 messages when
retrieving, 8-9
bypass messages larger than
specified size, 8-8
change communications
timeout setting, 8-19
change the number of
preview lines for a
message, 8-7
change the primary message
recipient, 9-11
configure accounts and
settings, 14-27
define advanced settings,
8-17–8-19
define options to record a
message, 9-19
define retrieval settings, 8-7
define settings for E-mail
Center, 8-15
delete attachments to, 8-18
display queued messages,
9-19
encryption, 9-15
import Web Import data,
8-19
link attachments to mes-
sages to GM users, 9-18
manually dispose of each
unlinked incoming
message, 8-7
PASS authenication protocol,
8-11
POP3 Port setting, 8-13
prerequisites for sending,
8-2
quote entire message in
your reply, 8-6
Read your messages, 10-13
receive a return receipt, 9-17
receive an RSVP, 9-18
record incoming messages
as private, 8-8
remove MIME support from
message, 9-17
remove word-wrapping, 9-17
retrieve only unread mail
from the Internet server,
8-8
retrieve VCards with
incoming messages, 8-8
retrieve your messages, 10-12
select default templates, 8-6
select line quote style, 8-6
select options for a message,
9-17–9-18
send bcc to yourself, 8-6
send message in .RTF
format, 9-17
send to one recipient, 9-10
set date format for message
display, 8-16
set date on incoming
messages, 8-7
set GoldMine to automati-
cally retrieve, 8-8
set headers display, 8-15
set up additional accounts,
8-11
set up basics, 8-1, 8-3–8-4
SMTP Port setting, 8-13
specify destination for
retrieved attachments, 8-9
spell-check the message, 9-16
synchronize attachments to,
8-18
E-mail Center setup, 8-15
E-mail tab, 5-18
edit a linked document, 11-18
encryption for Internet e-mail,
9-15
end-user license agreement
(EULA), iii–vii
exit GoldMine, 2-14
F Installation Guide, 1-2
fax, 11-4
default template, 11-3
directly from GoldMine,
11-3
with FaxRush, 11-3, 11-4,
11-5
with RightFax, 11-3, 11-4,
11-5
with Winfax, 11-3, 11-4, 11-5
FaxRush, 11-3, 11-4, 11-5
Fields tab, 3-4
Filed tab, 5-18
filter, 4-9
activate, 4-13
release, 4-14
floating toolbar, Ap-6
Forecast tab, 5-18
forecasted sale
analyze, 7-6–7-7
complete, 7-4–7-5
definition, 7-2
schedule, 7-2–7-3
form designer, 12-1
FoxPro/dBASE ODBC drivers,
11-4
FrontRange Solutions Partners,
1-4
FrontRange Solutions Web
site, 2-12
G
GoldMine
authorized trainers, 1-4
e-mail, 9-1, 9-9, 10-1
Import Wizard, 3-7
Reference Manual Suite, 1-2
terminology, 2-2
GoldSync Administrator’s Guide,
1-2
graphical
calendar, 2-9
clock, 2-8
graphs of activity data,
7-13–7-15
group, 4-10
activate, 4-17
create, 4-15–4-16
introduction to building,
4-10
release, 4-18
use tagged records to create
a temporary, 4-8
H
handshake timeout value,
14-34
headers display setting for
Internet e-mail, 8-15
Help Topics, 2-12
Hide a floating or docked
toolbar, Ap-7
History tab, 3-4, 6-3, 6-6
holiday
add a configuration, 14-12
add from another
configuration, 14-14
add to your Calendar, 14-13
INDEX 3
 adding secondary, 14-14 Internet e-mail
delete from your Calendar, Add a recipient to a
14-15 message, 9-13
How Do I?, 2-12 add the message to an
opportunity or project,
I 9-17
assign a password, 9-15
IE, 8-3 attach a file, 9-20
import contacts into GoldMine, attach a VCard to outgoing
3-7 messages, 8-5, 9-17
important terms, 2-2 authentication protocol, 8-11
InfoCenter automatically send queued
change access rights to a messages when retrieving,
book, folder, or topic, 8-9
13-10 bypass messages larger than
create a book or folder, specified size, 8-8
13-4–13-6 change communications
delete a book, folder, or timeout setting, 8-19
topic, 13-11 change the number of
display What's new? after preview lines for a
login, 14-36 message, 8-7
editing toolbar, 13-5 change the primary recipient
link a file to a book, folder, of a message, 9-11
or topic, 13-9 configure accounts and
move a folder or topic, 13-7 settings, 14-27
rename a book, folder, or define advanced settings,
topic, 13-8 8-17–8-19
resources contained in, 13-1 define options for compos-
search, 13-12–13-13 ing messages, 8-5
tour of features, 13-2–13-3 define options to record a
use Windows Explorer to message, 9-19
link a file to, 13-4 define retrieval settings, 8-7
input focus, 2-6 define settings for E-mail
install the Word link, 11-4–11-7 Center, 8-15
international access code for delete attachments to, 8-18
telephone numbers, 14-29 display queued messages,
international format for 9-19
telephone numbers, 3-2 encryption, 9-15
how to address, 8-2
import Web Import data, 8-19
INDEX 4 GOLDMINE 5.5 AT A GLANCE
link attachments in mes-
sages to GoldMine users,
9-18
manually dispose of each
unlinked incoming
message, 8-7
PASS authenication protocol,
8-11
POP3 Port setting, 8-13
prerequisites for sending, 8-2
quote entire message in
your reply, 8-6
read your messages,
10-13–10-14
receive a return receipt, 9-17
receive an RSVP, 9-18
record incoming messages
as private, 8-8
remove MIME support from
message, 9-17
remove word-wrapping
from a message, 9-17
retrieve only unread mail
from the server, 8-8
retrieve VCards with
incoming messages, 8-8
retrieve your message(s),
10-12
select default templates, 8-6
select line quote style, 8-6
select options for a message,
9-17
send bcc to yourself, 8-6
send message in .RTF
format, 9-17
send to one recipient, 9-10
set date format for message
display, 8-16
set date on incoming
messages, 8-7
set GoldMine to automati-
cally retrieve, 8-8
set headers display, 8-15
set up (basics), 8-1, 8-3–8-4
set up additional accounts,
8-11–8-12
SMTP Port setting, 8-13
specify destination for
retrieved attachments, 8-9
spell-check a message, 9-16
synchronize attachments to,
8-18
Internet Explorer, 8-3
Internet Service Provider, 8-2
Internet tab, 14-2, 14-27
ISP, 8-2
K
keyboard shortcuts, Ap-1–Ap-2
KnowledgeBase
change access rights to a
book, folder, or topic,
13-10
create a book or folder,
13-4–13-6
delete a book, folder, or
topic, 13-11
description of, 13-1
editing toolbar, 13-5
link a file to a book, folder,
or topic, 13-9
move a folder or topic, 13-7
rename a book, folder, or
topic, 13-8
search, 13-12–13-13
tour of features, 13-2–13-3
L Microsoft Schedule+ link with password configure Contact Listing,
GoldMine, 14-19 change, 14-4 14-23
license agreement, iii–vii MIME, 9-17 for Internet e-mail, 9-15 configure Contact Listing
link Misc tab, 14-2, 14-36–14-37 set up for default user, 14-39 settings, 14-2
install GoldMine’s link to modem and dialing settings, Pending tab, 3-4, 5-16, 6-2, configure the contact record,
Word, 11-5 14-28–14-30 6-10, 7-4 14-2, 14-5–14-6
Link a file to a contact record, Modem tab, 14-2, 14-28–14-30 Personal tab, 14-2, 14-3, 14-4 configure Internet accounts
11-1 Month tab, 5-22, 5-23, 5-24 PersonalBase and settings, 14-27
by drag-and-drop, 11-17 MS Outlook user name entry, change access rights to a configure synchronization
from the Links tab, 11-16 14-37 book, folder, or topic, connections and docu-
methods to, 11-16 13-10 ment, 14-2, 14-32
link a folder to a contact N create a book or folder, configure tabs in the contact
record, , 11-16 13-4–13-6 record, 14-9
link MS Schedule+ with natural order of records, 12-8 delete a book, folder, or configure the Calendar
GoldMine, 14-19 newsgroups, 2-12 topic, 13-11 display, 14-2, 14-10–14-11,
linked Notes tab, 3-6 description of, 13-1 14-16–14-17
activity, 5-1 editing toolbar, 13-5 configure the toolbar, 14-2,
document, 11-18
O link a file to a book, folder, 14-25–14-26, Ap-4–Ap-15
Links tab, 3-4 open another database, 3-16 or topic, 13-9 customize scheduling, 14-2
local menu, 2-2 Open tab, 5-18 move a folder or topic, 13-7 define alarm settings, 14-2
log away from GoldMine, 2-13 operand, 4-9 rename a book, folder, or define login settings,
Login tab, 14-2, 14-38–14-40 operator, 4-9 topic, 13-8 14-2, 14-38–14-40
lookup, 2-2, 2-7 Opportunity Manager, 6-3, 6-6 search, 13-12–13-13 define modem and dialing
add entries to a, 2-7 Opptys tab, 3-5 tour of features, 13-2–13-3 settings, 14-28–14-30
by a profile, 3-11 Organization Chart phone message, 6-7–6-8 define settings for Internet
select values from, 2-7 add a section, 4-5 place multiple values in a e-mail, 8-3–8-19, 14-2
Lookup tab, 14-2 add an organization, 4-4 lookup field, 2-7 define the method by which
delete an entry from, 4-7 Planner tab, 5-22 GoldMine interprets data,
M display, 4-3 use to check the schedules of 14-37
link a contact to, 4-6 other users, 5-25 delete a holiday, 14-15
macro POP3 Port, 8-13 display GoldMine v4.0
delete, Ap-15 Out-Box tab, 5-18
Outline tab, 5-22, 5-24 preferences default Main Menu, 14-36
edit, Ap-14 add a holiday configuration display the Paging status
record, Ap-13 Outlook user name entry, 14-37
to your Calendar, 14-12 window, 14-36
mailing labels, 12-2
Main Menu, 2-2, 2-4, 2-5
P add holidays from another display time in 24-hour
holiday configuration, format in the status bar,
Master Rights, 5-7, 5-10 page another user, 6-9 14-14 14-36
Members tab, 3-5 Pager tab, 14-2, 14-31 add holidays to your display What’s new? after
message completion, 6-10 PASS, 8-11 Calendar, 14-13 login, 14-36
Microsoft Internet Explorer, 8-3 change your password, 14-4

INDEX 5
 introduction to selecting,
14-2
link Schedule+ with
GoldMine, 14-19
record pager information,
14-2, 14-31
select additional settings,
14-2
select display colors of field
labels or text, 14-8
select program and system
file locations, 14-2,
14-38–14-40
select scheduling settings,
14-18–14-19
select ZIP Code validation
method, 14-7
set additional settings,
14-36–14-37
set personal, 14-2, 14-3
set timeout periods for
synchronization, 14-34
set up alarm, 14-20–14-22
set up modem and define
dialing properties, 14-2
primary sort (reports), 12-8
print
default template, 11-2
envelopes, 12-2
mailing labels, 12-2
Project Manager, 6-3, 6-6
Projects tab, 3-5
Q for, 12-5
queued messages, 9-19
quit GoldMine, 2-14
quota
analyze, 7-9
assign, 7-8
INDEX 6 GOLDMINE 5.5 AT A GLANCE
R select for printing, 12-3
read your e-mail, 10-13–10-14
RealTime tab, 5-18
record an unscheduled call,
6-5–6-6
record call length, 5-5
Record tab, 14-2, 14-5–14-6,
14-7
recurring activity, 5-13
Referrals tab, 3-4
release notes, 2-12
remote synchronization
configure connections and
document links, 14-2,
14-32
set handshake timeout
value, 14-34
set timeout periods for,
14-34–14-35
reports
categories of standard
templates, 12-2
display a full-page view of,
12-10
introduction to GoldMine’s
reporting feature, 12-2
number of standard
templates, 12-1
primary sort, 12-8, 12-9
print to monitor or printer,
12-10
save data selection settings
save sort settings, 12-9
secondary sort, 12-9
select Calendar data to
include, 12-5
select data for a contact or
analysis report, 12-4
select history data to include
in a contact or analysis,
12-4
select linked data types to
include, 12-5
select records by activity
code, 12-4
select records by result code,
12-4
sort data, 12-8, 12-9
specify date range for
activity records, 12-5
specify date range for
history records, 12-4
tertiary sort, 12-8, 12-9
Reports Menu, 12-2
reserve resources
for a scheduled activity, 5-10
restore
default set of icons, Ap-11
toolbar, Ap-8
retrieve Internet e-mail, 10-12
return receipt for e-mail, 9-17
RightFax, 11-3, 11-4, 11-5
RSVP for Internet e-mail, 9-18
S document links, 14-2
schedule
activity, 5-6–5-8
call, 5-2–5-3
forecasted sale, 7-2–7-3
select settings, 14-18–14-19
Schedule tab, 14-2
Schedule+ link with GoldMine,
14-19
search
by a profile, 3-11
by basic information, 3-9
by record number, 3-12
case-sensitivity of, 3-9
on any field value, 3-10
secondary holiday, 14-14
signature
insert into template, 11-15
requirements to add to
template, 11-14
set up for use in a template,
11-14
SMTP Port, 8-13
sort
contacts in the Contact
Listing, 4-2
data in a report, 12-9
records by the natural order
of records, 12-8
spelling check for an Internet
e-mail message, 9-16
standard report templates, 12-1
start GoldMine, 2-3
status bar, 2-2, 2-4, 2-10, 14-36
Summary tab, 3-4
Sync tab, 14-2, 14-32–14-33,
14-34–14-35
synchronization
configure connections and
configure connections
document links,
14-32–14-33
set handshake timeout
value, 14-34
set timeout periods for,
14-34
T toolbar, 2-4, Ap-4–Ap-15 W
allow undocking and
tab bar, 3-4 docking, Ap-5 Week tab, 5-22, 5-23
tab folders change floating to vertical What’s new?
Fields, 3-4 position, Ap-6 description of, 13-1
History, 3-4 create, Ap-9–Ap-10 display after login, 14-36
Links, 3-4 delete a custom, Ap-12 search from, 13-12
Members, 3-5 delete an icon from, Ap-11 WinFax, 11-4, 11-5
Opptys, 3-5 docking to any side of work Word, 11-4
Pending, 3-4 area, Ap-6 create a template for, 11-8
Project, 3-5 grant toolbar editing rights, install GoldMine's link to,
Referrals, 3-4 Ap-4 11-5
Summary, 3-4 hiding, Ap-7 use with GoldMine to send a
Tracks, 3-5 move docked to a floating fax, 11-3
tag records, 4-8 position, Ap-6 work area, 2-2, 2-4, 2-11
TAPI, 14-29 restore, Ap-8 workgroup customer manager,
target application, 11-8 restore default set of icons, 1-1
technical publications about Ap-11 World Wide Web (WWW), 8-17
GoldMine, 1-2 select toolbar display and
telephone message, 6-7–6-8 editing operations, Y
telephone number auto-dial, Ap-4–Ap-5
5-4 show button text, Ap-4 Year tab, 5-22, 5-23, 5-24
template show fly-by status bar help,
add, 11-11 Ap-4
Z
create, 11-8 show quick help, Ap-4 ZIP Code
definition of, 11-8 toolbar macro add to your database, 3-3
number of standard tem- delete, Ap-15 validation, 14-2, 14-7
plates for reports, 12-1 edit, Ap-14
print the default, 11-2 record, Ap-13
select a default, 11-2 Toolbar tab, 14-2, 14-25–14-26
set order of appearance in Tracks tab, 3-5
the Document Manage- trademark notices, ii
ment, 11-11
update previously created, V
11-13
to-do list, 5-26 VCard, 8-5, 9-17
To-do tab, 5-18 VCR controls, 5-20

INDEX 7
INDEX 8 GOLDMINE 5.5 AT A GLANCE