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User Guide

1. Welcome to GoldMine s Leads Management Center The Goldline Leads Management Center helps you manage your leads at 05000 stages of the sales cycie The Leads Managernent Center prowdes a set of tocks that assist you defining ownership and security rules analyzing your leads and more Import loads into Golding 0 Goines powerful mporn 100 allow you to import leads fom a vanety of 2 5 tie formats mchating CHASE Text and KML ties To begn the meon process chck Import leads impon ieads Assign a Source Code e 3 help ne based on how the head was obtained To assign a source code to your leads click Assign source code Antiga 4 sowse code Analyze Leads The Leads Anatyss 100 helps you meanure the return on your marketing Mvestment by analyzing TIDO puch PE COF per ad and 5 To analyze you leads click Analyze leads Anaye tad Assign a Merge Code o Menge code vahses slow you 10 better esordinste your mal and e mail merge allots 75 5904013 merge code waive to your lends click Assign a merge code g Asaegnamerge code Amiga an Ownesitlanager 0 Record ownershyp helps you take control of your leads by defining who can update thaw nismahon and how much of thew others can see To artiga an oanarimanagar chek Assign an ownerimanager Asuy an ener manage Assign an Automated Process e Automated Processes help you automate common business tasks such as sending emais updating lead information of scheduling actmtes
2. Signature Verification Failed Banner on Message X Digi i i i gital Signature Verification to Failure Reasons signatures can fail e The sender and signature do not match e The digital signature is expired e The Certificate Authority is not configured in GoldMine GoldMine User Guide Contact Communication 235 About the Literature Fulfillment Center Use the Literature Fulfillment Center to manage and track brochures price lists and other publications sent to your contacts The Literature Fulfillment Center stores and processes literature requests in one easy to view and manage location New publications can be added to a list for other users to select for their contacts 4 1 3 3 1 4 3 4 4 3 7 U Tuesday Oiber 14 2008 Tam You can perform the following tasks in the Literature Fulfillment Center e Add documents e Edit document properties e Fulfill or reject scheduled requests e Edit scheduled requests e Fulfill or reject queued documents e Edit scheduled documents General management displays in the left pane and specific requests in the upper right pane The lower right pane displays associated attachments or a preview window of the document that was printed 236 Contact Communication GoldMine User Guide Use the following procedure to access the Literature Fulfillment Center 1 Select Go To gt gt Literature The Literature Fulfillment Center opens 2 Use the toolbar to
3. Asterisk on the Numeric pad Display the sub items directly under the selected item Plus sign on the Numeric pad Collapse the items directly under the selected item Minus sign on the Numeric pad Collapse the current selection if it is expanded and move the focus to the group leaf root lt Left arrow Display the sub items directly under the selected item if it is collapsed gt Right arrow View the previous group Alt Left arrow View the next group Alt Right arrow Scroll the view without change of the selection Ctrl Up arrow Scroll the view without change of the selection Ctrl Down arrow Move the selection to the item matching the prefix letters in the beginning of a label Any printable key Combo Box Shortcuts Menu Command Key Display the items in the active drop down list or combo box F4 Alt Up Arrow Hide the items in the active drop down list or combo box F4 Alt Down Arrow Search Box Shortcuts Menu Command Key Select the Search box Ctrl E Enter Search for entered term using local search Alt Period Enter Search for entered term using Internet browser Shift Period Launch a program elevated if used from the Start Menu Ctrl Shift Enter GoldMine User Guide Getting Started 43 44 Edit Box Shortcuts Menu Command Key Move the inser
4. Usine me Project W EEE ERR 298 Editing Oppormnity M Vence Table of Contents GoldMine UserG uide Marketing Tools 299 Aout the Leads Management Center gt oa e A E 299 Usine the Leads Management CENIE ERRi pi eke laplecuensdapientonr tats 300 About the Campaien Management Certara ci cin setae ieia tourien aene a E EREE EEEE 301 Campan Loco VR NR neniaro roA E RR N 302 Campaign Management Center 303 Using fhe Campaign Management Center sc scccisspissenssesncccttssesises shastansos nest eean ips ipii iit 304 E E E rer teen ert 304 anh aa A apna R N alos anees a aarapend apie ieee 306 eee ne ee GUT PET NE TA err tren enter ear er 307 Crab New Campana n Tasks anaes UR EPE RE ENEEIER 307 C 308 N an E E E E Miteennnda aad panna mamta aed erent aie 308 Delon C ampiran gt gt 308 309 Changing Campaign Task Properties cin a iE icaeaibab earache neues ranean aURAIGits 309 ABIE Service Center 311 About the Service Cente raroa na a O tn beeen baie 311 Veme ihe Service COME ssrrinsccri neno EA 312 Service Center List VIEW ensaiar ania ernie AROR EEV RE AVEVA VENENU 313 314 20 Usine the Service Center Toolbar List View service Center Detail Wie We esccmensarprran ai 314 Usine the service Genter Toolbar List View jorino ae EAE 315 316 Using the Service Center Toolbar Detail View
5. 1 Select Tools gt gt Filters The Filters and Groups dialog box opens 2 At the Filters and Groups dialog box click the Groups tab 5 Right click in the group tab and select New The New Group dialog box opens Type or select a name in the Name field e Type or select the code in the Code field e Select another user in the User field e Select the following options as needed e Group Name Assign a descriptive name to each group Members of the highlighted group displayed in the lower portion e Code An optional identification code assigned to each group to help locate a group if you defined many in GoldMine e Click Build the Group and or the Synchronize button as needed The Group Building Wizard opens Group Building Wizard In the Group Building Wizard select one option and click Next Filtered records Uses an existing filter created by any user The Build a Group based on a Filter dialog box opens See Groups Based on Filtered Records on page 131 Previewed records Uses records you are previewing in the Preview tab in the Filters and Groups dialog box to preview filter results The Optional Settings dialog box appears See the GoldMine 8 5 Administration Guide for more information SQL Query records Uses an existing SQL query on the SQL Query tab of the Filters and Groups dialog box to query an MSSQL Server database The Optional Settings dialog box appears 130 Contact Management GoldMine
6. 3 At the View Filters drop down list select a user name Each filter associated with that user name lists alphabetically by the Filter Name assigned when it was created Activate Release Delete or create a New filter GoldMine User Guide ContactManagement 127 Creating Filters GoldMine contains a filter generator that builds a search expression based on menu and browse window selections Filters operate on the entire database For all procedures related to creating and using filters see the GoldMine 8 5 Administrators Guide Groups A group is a fixed set of records that meets a specified set of conditions and allows instantaneous access to member records To access Groups 1 Select Tools gt gt Filters The Filters and Groups dialog box appears 2 Select the Groups tab The upper pane lists the groups owned by the user The lower pane lists members of the group highlighted in the upper pane GoldMine orders member records by the Sort code defined while building the group How Groups Differ from Filters Working with groups can be more efficient than applying a filter When you activate a filter GoldMine searches through the database for contact records meeting the criteria Once a group is created membership is fixed and you can work with the group members without performing the search again Each member contact record remains in the group until removed However since each record evaluates when the filter is
7. 5 Click Refresh to refresh results after entering new criteria 6 Click Export to to export your report to either a Microsoft Word or Microsoft Excel document 7 Click Print to print a hard copy of your report to a local or network printer 8 Click Close to close the Case Management Analysis dialog window Customizing Data Appearance See the GoldMine 8 5 Administrators Guide for information about customizing how data appears in the Case Manager GoldMine User Guide Service Center 317 318 Service Center GoldMine User Guide Knowledge Base The Knowledge Base provides a resource for maintaining any type of information useful to an organization or an individual It can provide easily accessible storage for graphics multimedia files and or program applications This information can then be linked to a contact record displays the record whenever you access that topic The Knowledge Base consists of the Knowledge Base and the Personal Base Configure them to present newly added information to the user control user reading and updating privileges and search for specific entries based on user defined criteria Topic pages are arranged in outline format Locate information by navigating through different sections conducting a search or opening a linked file Knowledge Base material is stored in the InfoMine table Users with Master Rights can set up user access to the Knowledge Base each connected user can set up inf
8. Bea Defkow Birthday 4 Notes Options Code gt Color vl C Mark as Private Link to Contact 2 Type the occasion name in the Reference text box 3 Click the search button beside the Contact text box and select one option Select another contact from this Record Select an additional contact on the current contact record e Look up another contact Opens the Contact Search Center to search for a contact e Create a new contact Opens the New Company and Contact dialog box to create a new contact 4 Type any notes about the occasion in the Notes field 5 Ifthe occasion is assigned to another user select from the User drop down list 6 Select a category such as birthday in the Category drop down list 7 In the Options area configure e Code Select the code in the F2 Lookup list GoldMine User Guide Calendars 183 184 10 11 12 13 14 e Color Select the calendar display color for the occasion in the drop down list e Mark as Private Select to keep others from seeing the occasion on the Pending tab e Link to Contact Select to link the occasion to the contact record and display on the Pending tab Click the Date Span tab In the When area select the starting Date from the F2 graphical calendar and type or select the number of days in the Duration x day s field To place an alarm on the occasion select Before x day s and type or
9. Display the Windows security screen Ctrl Alt Delete Microsoft Windows Explorer Shortcuts Menu Command Key Search for a file or folder F3 or Ctrl F Display the Address bar list F4 Select the Address bar Alt D View the folder one level up Alt Up arrow Go back to previous location viewed Alt Left arrow or Backspace Go forward to next location in viewed Alt Right arrow Close the active item or exit the active program Alt F4 or Ctrl W Delete the selected item and move it to the Recycle Ctrl D or Delete Bin Delete the selected item without moving it to the Shift Delete Recycle Bin Open the current location in a new window Ctrl N Create shortcut to selected item Ctrl Shift while dragging an item Switch input languages or keyboard layouts Left Alt Shift Available and configurable when the user has installed multiple keyboard layouts Switch keyboard layouts or input languages Available Ctrl Shift and configurable when the user installed multiple keyboard layouts Shortcut key for input languages Ctrl or left Alt Shift Available and configurable when the user installed number 0 9 or grave multiple keyboard layouts accent key Cancel the current task or search Esc 46 Getting Started GoldMine User Guide Favorites Center Shortcuts Menu Command Key Organize Favorites Ctrl B
10. GoldMine User Guide ContactManagement 111 Microsoft Windows Desktop Search Engine This tool can instantly find documents e mail attachments and more For installation and usage information look at this website http Awww microsoft com windows products winfamily desktopsearch default mspx Microsoft SQL Server Full Text Engine This tool is a full text indexing and search engine For installation and usage information look at this website http msdn microsoft com en us library ms142587 aspx Security GoldMine Premium Edition will search emails If the message is accessible through GoldMine it will be returned by a search and will check access rights for the Calendar and History areas The Universal Search feature will not search for information in foreign emails Searching for Contacts with Universal Search 1 Navigate to GoTo gt gt Search gt gt Universal Search The Universal Search view opens 2 At the Search field type in the name or keyword for which you are searching and then click Go 2 FrontRange GoldMine Premium Edition Universal Search Fie Edt GoTo Tool Actions Schedule Compite Web Window Created Dy Path 123IN3457 J lozano 3 31 0898 VIAN S28 Jell Eminem amp WDocumeris a FANS 9 29 3 3 2008 9 29 CNugort documents eAdocumante ae a E documents e documents c Adocuments or e documants documents ae documents Se
11. GoldMine User Guide Getting Started 1 32 Knowledge Base This window provides a resource for maintaining any type of information useful to an organization or an individual When you click on Knowledge Base the first window that opens is a Welcome to the Knowledge Base Center E Knowledge Base Welcome to GoldMine s Knowledge Basel The Knowledge Base offers you 8 way to create and publish documets with both Public and Personaf sections Whether you need to store and share pncing lists competitwe analyses company personnel policies general market research or new hire training content GoldMine s Knowledge Base can help you more effectnely manage and drsseminate your organization s mission critical information GoliMine s Knowledge Base supports unlimited Books Folders and Topi pages that allow you to logically organize a variety of content External files can also be linked to entries to prowde fingertip access to the most current and up to date information you and your team need You can also restrict who can update or view Knowledge Base entries by defining specific read write access settings for various sections this allows you to keep content centralized without compromeing secunty N you need to keep track af your awm personal information but dont want to create contact records in the company GoldMine system the Knolwedge Gase s Personal base offers and easy way for you to manage and organi
12. Scheduling 142 Forecasted Sales 248 Free Busy URLs 188 Scheduling a Call 143 Scheduling Literature Requests 154 Scripts see Telemarketing Scripts 241 245 Sending 217 233 234 Service 304 Service Center 304 Setting Universal Search Options 116 Shared Calendars 191 SoftPhone Using 245 Spell check 220 Starting 20 50 Statistical Analysis 262 T Tabs See Contact Tabs 91 Telemarketing Scripts 241 245 Templates Creating 195 Territory Realignment 264 265 To rearrange buttons on a toolbar 36 Toolbars Contact Search Center 76 U Universal Search Advanced checkbox 114 Users Creating 58 Logging away 38 Logging in 50 Territory Realignment 264 Using Campaign Management Center 296 Leads Management Center 292 Local menus 51 Using the Monthly Calendar 176 Using the Outline Calendar 179 Using the Yearly Calendar 177 Ww What s New 16 Work Area 25 346 Index GoldMine Administrators Guide
13. subscription or limited time basis Subscription Product then notwithstanding anything to the contrary in Section 1 or elsewhere in this EULA you may only use the Subscription Product during the time period that you have contracted and paid for Subscription Term You agree that upon expiration of the Subscription Term the Subscription Product may automatically cease to function and irrespective of any auto disablement You will return all copies of the Subscription Product unless otherwise instructed by FrontRange All other nonconflicting terms herein shall apply f Third Party Software To the extent the Licensed Software includes software owned by third parties collectively Third Party Licensors You may only use such third party software with the Licensed Software and at all times subject to this EULA The Third Party Licensors are intended third party beneficiaries of this EULA Notwithstanding the foregoing to the extent that the Documentation provides a separate license agreement for such third party software then You agree that such separate agreement shall govern 4 Term Termination This EULA will remain in effect until terminated pursuant to this Section 4 You may terminate this EULA at any time by destroying all of Your copies of the Licensed Software FrontRange may terminate this EULA if You breach this EULA and fail to remedy such breach after a thirty 30 days notice and opportunity to cure pe
14. About the Summary Tab on page 101 e Ticket Available when using GoldMine with an E License on an SQL database and integrated with HEAT For more information the Ticket tab see the Ticket Transfer Utility with HEAT Integration section in the GoldMine 8 5 Administrators Guide GoldMine User Guide Contact Management 75 Contact Search Center Toolbar 76 The Center toolbar changes to reflect the current action Some options are available when creating or using a saved search SIR Select from the drop down menu Save as Filter Save as Group Copy to Clipboard Export to Word Export to Excel Save search criteria as a Filter Available only during an active search Save search results as a Group Available only during an active search Copy the results of the current search to the clipboard Export the results of the current search to a MicroSoft Word document Export the results of the current search to a MicroSoft Excel document Print the results of the current search Print E Select All Tagged Records to schedule an activity for a group of contacts or Selected Contact to schedule an activity for one contact Select the activity type from the drop down menu Call Open the Schedule a Call dialog Mere Open the Schedule a Next Action dialog ji wii Open the Schedule an Appointment dialog Appointment Open the Schedule a To do dialog To do Literature Request Forecasted Sale
15. Options gt Group Summary Filter Use the following procedure to access a local menu 1 Right click in the window tab or pane you are working in 2 Select the action from the menu 3 Use GoldMine s E mail Center to view organize and send your queued Internet emails Use GoldMine s E mail Center to view organize and send your queued Internet emails 212 Contact Communication GoldMine User Guide Creating and Sending Email Use the following procedure to create an email message 1 Access the Edit E mail dialog box in one of the following ways e Click the E mail button included on the Global Toolbar e Select Actions gt gt Send Email Message or Actions gt gt Send Outlook Message e Clicking the New Message button on the E mail Center toolbar e Replying to pending activities 2 The From text box uses the logged in user s name and email account To change to a different email account for the logged in user select the account in the drop down list 3 The To text box populates with the name and email address of the current contact To change to an alternative name and email address associated with the current contact select the name from the drop down list 4 To send the email to additional recipients at the Additional Recipients box click on a line and select one of the following To Contact Displays the Contact Search Center to locate a new contact e To Manual recipient Displays the Man
16. Origin Assigned To Follow up By Save Cancel 3 At the New Template Name field type a name for the new template 4 Select or type or select appropriate F2 lookup field values and then click Save GoldMine User Guide Service Center 311 Cloning an Existing Template Use the following procedure to clone or edit an existing template 1 At the Service Center click the down arrow on New Case gt gt New Tem plate and then click Save The Manage Template window opens Manage Templates 2 Select the template you want to clone or edit and click Edit or Clone 3 Make the changes in the appropriate fields and then click Save 4 To make changes on other templates select the template and follow steps 3 and step 4 and then click Close 312 Service Center GoldMine User Guide Reassigning a Case You can reassign a case to another user or another group Use the following procedure to reassign a case 1 At the Service Center window at the toolbar click Reassign The Reassign Case dialog box opens and displays the selected case s unique number Reassign Case Case List ABC 0100 12052008 Reassign To E mail To Message USER user Reassign Cancel 2 Click the Use the Reassign To drop down menu to select a user to whom you will reassign the case To notify the selected user of the reassignment via e mail make sure the E mail No
17. State Accountno pci Contact 1 and Address Address1 Contact 2 Fields Non Indexed Address Address2 Address3 Age Uage Note that text within parentheses is the Callbackat database field name if different than what is Callbackon shown in the contact record Callbkfreq City Closedate GoldMine User Guide ContactManagement 105 Comments Company Contact Country Createat Createby Createon Dept Department Ext Ext2 Ext3 Ext4 Fax Industry Key2 Interest Key3 Last Lastname Lastatmpat Lastatmpon Lastcontat Lastconton Lastdate Lasttime Lastuser Meetdateon Meettimeat Mergecodes Nextaction Notes Open Key5 Owner 106 Contact Management GoldMine User Guide Phone 2 Phone Phone 3 Phone Postal Code Zip Prefix Dear Prevresult Record Type Key Secr Source State Status Title Userdef01 Userdef02 Userdef03 Userdef04 Userdef05 Userdef06 Userdef0 Userdef08 Userdef09 Userdef10 Userdef11 Userdefl2 Userdef13 Userdefl4 Userdef15 Userdef16 Search by Record Type The value text box 5 becomes a pull down menu populated with Record Type configured Record Types 5 In the Begin with field select the filter expression operator from the drop down list for example Equal to In the text box next to Begin with type the search value after the filter expression oper
18. Type or select the Keyword in the F2 Lookup list This option specifies a word or phrase to be searched within the Reference field in the select supplemental data Click Next and complete the Optional Settings dialog box appears See Group Optional Settings on page 133 Saving Search Results as a Group 1 oS After creating a search save the results as a group by clicking Save The Save menu appears Select Only Tagged Records to save only tagged records in the new group or All Listed Records to save the entire list of records Select Save as Group The Group Profile dialog box opens Type a name in the Group Name field In the Code text box type or select a code from the F2 Lookup list Select a group owner from the User drop down list Click OK The results are saved and the group name appears below the selected user s groups in the Groups tab of Filters and Groups GoldMine User Guide ContactManagement 135 Using Filters and Groups When you have a large number of contact records in your database create subsets based on criteria to categorize groups of records to access for special activities Example e Create a subset of contacts you telephoned in the past week and send a mass mailing only to those contacts e Create and manage subsets of data using filters and groups and the Filters and Groups dialog box or in the Contact Search Center where you can build and save search criteria
19. Using the E mail Center Use GoldMine s E mail Center to view organize and send your queued Internet emails Use the E mail Center to Edit email preferences Link email messages to contacts Creating emails e Create and use email templates Send email messages Set email rules Retrieve email messages e Create distribution lists If you subscribe to more than one Post Office Protocol version 3 POP3 mail server you can set up the E mail Center to retrieve mail from multiple Internet mail servers GoldMine User Guide Contact Communication 207 E mail Center Components The E mail Center contains the following components e E mail Center Toolbars Allows quick access to E mail Center functions e E mail Center tree Allows you to connect to your mail server and organize incoming outgoing and filed messages E mail message listing browse window Displays messages available in the in box out box or selected folder The default limit for messages that can be displayed at once is set at 2 500 You or your administrator can implement a lt USER gt ini file setting to override this limit but this is not recommended because of the negative side effects are associated with this action including e Increased load on the database server and the network the database server will have to read your records from disk and they will be sent over the network e Increased time to load the list of emails in the
20. 1 Select Go To gt gt Calendar Your Calendar appears 2 Click on the Planner tab you can select the users activities to display Select the name in the drop down User list or select Multiple Users to open the Select Users dialog box Double click the user in the User List box or user group in the Group List box to add to the Selected Users list Click OK to close the Select Users list 3 Use the local menu to manage the activities Right click and select one local menu option 4 To change the day displayed click the Today button on the Calendar toolbar 5 Click the tabs to access Day Activities scheduled for the day Month Displays the month Year Displays the entire year with scheduled days highlighted Planner Activities of the selected user for today and the next 22 days Outline Scheduled activities in a hierarchical tree structure with branches that correspond to years months and days Peg Board Login status and activity of individual users and system availability 178 Calendars GoldMine User Guide Using the Outline Calendar The Outline tab displays your scheduled activities in a hierarchical tree structure with branches corresponding to years months and days 1 2 Select Go To gt gt Calendar Your Calendar appears Click on the Outline tab you can select the users activities to display e Select the name in the drop down User list or select Multiple Users to open the Select Users
21. A digital signature provides security by verifying the message originated from a specific person and that the message has not been altered A digital ID also works as a message encryption method Digital ID encryption scrambles a message with a recipient specific algorithm Public and Private Keys The digital ID encryption uses a system of key pairs that include a public key used to encrypt a message and a private key used to decrypt a message The sender of a secure email must have the recipient s public key to encrypt the message When the message is received it is decrypted using the recipient s matching private key Using GoldMine you can exchange encrypted email messages with a contact You must have the contact s digital ID that includes his or her public key and the contact must have your digital ID that includes your public key 230 Contact Communication GoldMine User Guide In GoldMine you must then import the contact s Digital ID using the contact s Edit gt gt Record Properties gt gt Contact Details gt gt Digital IDs tab and import your Digital ID using your Internet E mail Preferences gt gt Security tab For example when you send an encrypted message to a contact it is encrypted in GoldMine using the public key the contact provided you When he or she receives the message it is decrypted by the contact s email application using his or her private key Conversely when a contact sends you an encrypted message it is encryp
22. Analyze Calculates the totals in the display 3 Click Close to close the Sales Analysis dialog box Using Statistical Analysis 262 The Statistical Analysis of Completed Activities dialog box displays completed activity information for an individual user a group of users or on a system wide basis The analysis of completed activities can provide useful insight into your performance or the performance of others in your organization Use the following procedure to use the Statistical Analysis of Completed Activities wizard 1 Access the Statistical Analysis in one of two ways From a user s completed activities on the Activity List s Closed tab From the local menu select Analyze By selecting Go To gt gt Analysis gt gt Statistical Analysis 2 The Statistical Analysis of Completed Activities dialog box opens 3 Select from the following options Select User s Displays the Select Users dialog box to select GoldMine users for activity analysis The list box below the button displays users to include in the analysis your username displays by default From Date Sets the first date of the period to include in the analysis To Date Sets the last date of the period to include in the analysis Activity Cd When an activity code is entered in this field GoldMine includes only those completed activities with the specified activity code to be analyzed When the field is left blank all completed activities are inclu
23. Event Open the Schedule a Literature Request dialog Open the Schedule a Forecasted Sale dialog Open the Schedule an Event dialog Select from the drop down menu Merge Mail Merge Begin mail merge in the Mail Merge Properties Printing dialog Begin an e mail merge in the Mail Merge Properties E mail dialog E mail Merge Autos Select from the drop down menu Contact Group Distribution List Add the selected Contact to a Contact Group Add the selected Contact to a Distribution List E Columns Select a search option from the drop down menu Contact Management GoldMine User Guide Display default search options only Display a SQL Query Editor window underneath the default search 4 Query Editor options OZ Default Search prefs Open the Lookup tab in User s Options Open the Browser Column Selection dialog E Columns About Creating Contact Records Create contact records several ways e Create a new record for a new company e Create a new contact with a new relationship tree organizational chart e Create a new contact based on a record type Creating a New Contact Record Use the following procedure to create a new record for a new company Note that required fields display with a surrounding red box If you do not enter data in a required field the Required Fields Alert dialog box opens 1 Click New Button or navigate to File gt gt New gt gt N
24. Fulfilling or Rejecting Scheduled Literature Requests ss cssesseesseessesseseneseeenees 246 Fulfilling or Rejecting Quened IDOCumen 08 247 Editing Scheduled Literature 248 About Veber atest 0 mind NEARE REAREA ieee 248 Sioa at lola tela Sener seer ee eee cere ere een errr ce ee 249 249 1 Creating Bianchinge Senpts Lis ng Didor ance 250 Script Profle Didlog BOX srsassnrsovean irinaren wen RR 250 Branching Senpt Question Dialog Bok uarincanenonnii eancimnntetenauiias 250 Branching Serpt Answer Dialog BOX 251 Usine Telemarketing 8 292 Making and Answering Calls with 501706 tubes ancseunev ates 292 RONG aren S 252 Abant Perera Ct srir a ode saptetesisasptt bdeiasont iteesnpdt siaboceet easements 253 GoldMine User Guide Table of Contents 11 12 Sales Management 255 255 IES te gaseatane sudeuatassa inde ppascapibeebseartbaasiiiants 25 Scheduling Porecasted Sale Kerin anne E E aignmenetetaneest 256 kakapi NE N iioi 258 CHWS Perec OU 4 e E REE 239 isin Forecasted Sales Ana AIR anesor ar paio ENORET RE ian ukied ahapcanssuabiocaphidubtceapHiaepanianiihes 261 Usim Using Wild Cards in Activity and Result Code Fields 0 00 0 eeeeeeseeeeceeeeeeseeeeeneenes 263 AE UU sna E E T apes nis E E E 264 Usine
25. GoldMine User Guide e Recurring Schedule the activity to occur on a regular basis See Scheduling Recurring Activities on page 149 e Series Schedule the activity to a group of contacts See Scheduling Activities Based on Series on page 151 e GoldAlarm GoldAlarm can run and notify you of scheduled activities even when GoldMine is not open on your computer See About GoldAlarm on page 161 Scheduling Activities Use the following procedure to schedule all of your activities You will notice that when you select an activity the Schedule dialog box reflects that activity So if you schedule a call the Schedule dialog box title is Schedule a Call If you are schedule a next action the Schedule dialog box title is Schedule a Next Action Use the following procedure to schedule an activity 1 Select Schedule gt gt lt an activity gt such as Call GoldMine User Guide Activities 143 Schedule a Call Detail Users Resources Free Busy Recurring Series z Primary User Link to selected Contact Mary smith x USER USER Reference Time gt Date 10 3 2008 gt Notes Time gt Duration 0 Min C Alarm On Actions CI Notify via E mail Options C Auto generate RSVP Activity Code Color C Mark as Private Call gt I o Send a request with the Opportunity 7 Project Call to none Or Case none v 2 At the Schedule
26. LivePublish GetSmart Fast Search and Transfer SAS Firebird FirebirdSQL Fundation Incorporated Australia Genesys Genesys Telecommunications Laboratories Inc Genesis 2000 Genesis 2000 Inc GlobalCall IDT Corporation GoldBox copyright of Redstone Softbase Company GraphOn GO Global GraphOn Corporation Great Plains Great Plains Software Inc Hewlett Packard Hewlett Packard Company IBM Lotus Lotus Organizer IBM Corporation InaPlex Inaport InaPlex Limited Intel Pentium Dialogic Intel Corporation Intuit QuickBooks QuickBooks Pro Intuit Inc ITIL The Office of Government Commerce KNOWLIX Peregrine Systems Inc Trademark or Registered Trademak Company LANDesk LANDesk Group Ltd LANWare LANWare Inc Linux Linus Torvalds Maximizer Enterprise Multiactive Software Microsoft Active Directory Microsoft SQL Server ActiveX Outlook Windows Windows NT NET logo Visual FoxPro Outlook Windows Windows NT Microsoft Exchange Server and Windows Vista Microsoft Corporation Netcensus Tally Systems Corporation Netilla Netscape Netscape Navigator Netilla Networks Inc Netscape Communications Corp Novell Netware Groupwise Novell Inc OmniRush formerly FaxRush Oracle Z Firm LLC Oracle Corporation Palm MyPalm Palm Powered
27. Navigation Pane on page a GoldMine User Guide Getting Started 33 Status Bar The bottom line of the window is called the status bar and contains GoldMine Database Num Username Wednesday October 08 2003 10 06am e The name of the open Contact Set on the left side In the graphic above it is GoldMine Database However the left side of the status bar also displays the help message for each toolbar button when the mouse is positioned on the button e The shift state of CAPS LOCK and NUM LOCK e The username for the logged in user e The date and time on the local computer Navigating GoldMine Use the following options to navigate through GoldMine e Navigating between open modules Press Ctrl Tab e Navigating within a module between top panel and bottom tabs Each of the following navigation items is some combination of Ctrl Tab Tab and Arrow keys These tools allow you to access every field and button shown on screen Navigating among the fields of a module Use Tab Navigating Primary sections within the currently open module Each module has unique features but the following are examples of navigation Moving around the Module specific toolbar Moving through the Grid in Activity List Contacts and so on Use Tab or Arrows e Moving around editable fields in a Contact record and Custom screen if open Use Tab or Arrows The Tab order is defined in Field Properties If one of the contact field is edit
28. e Role Type or select the team member s role in the opportunity or project from the F2 Lookup list e Notes Type specific notes related to the team member 4 To display the Contact Record for the Other Contact right click and select Go to Contact Record The contact displays in the Contact record window 5 To remove the team member from the list right click and select Delete 6 To add a team member right click and select New Editing Issues The Issues tab displays Priority Date Status Issue and User columns Edit issues using the local menu Use the following procedure to edit issues 1 In the Opportunity or Project Manager select the Issues tab in the lower pane Right click and the local menu appears 2 To update an issue right click and select Edit 3 At the Issue dialog box complete the fields as needed e Issue Type or select a descriptive title for the issue from the F2 Lookup list e Status Type or select a status e Priority Type or select a relative priority for the issue from the F2 Lookup list e Date Click on the F2 Lookup arrow to select a date using the graphical calendar e User Select the user in the drop down list e Notes Type a complete description of the issue 4 To remove the task from the list right click and select Delete 5 To add an Issue right click and select New GoldMine User Guide Opportunity and Project Management 3 Editing Notes for Opportunities and Pro
29. e Unscheduled Calls e Message e Next Action e Appointment Sale e Other Action e Event 0 e Correspondence Activities GoldMine User Guide Letter Memo e Literature Request e Pending Activities e If more than one than one activity is of the same type the Complete Activity dialog box appears to select the activity to complete activities Right click to display the local menu then select Activities or click the Select Activities button The Select Activities to View dialog box appears In the Completed Activities column select each activity type to display 0 NOTE Configure your Calendar to display completed Completing Activities Complete a scheduled or unscheduled activity such as a call unscheduled calls message next action and so on Use the following procedure to complete a scheduled activity such as a call 1 Access the Complete menu by one of these methods e Selecting Complete gt gt lt an activity gt from the toolbar At the contact s Pending tab the Activity List or the Calendar select the contact record then right click on the record and then select Complete GoldMine User Guide Activities 157 158 Complete Actiyity for All Brand Scheduled Activities Reference USER USER Unscheduled Activity O call O Next Action O To do O Returned Message O Appointment O Event Outgoing Call O Sale other O Incoming Call OLit Request 2 At the Compl
30. nenntad ne awinting Onldblinn minkana a 5 At the GoldMine Template Installer dialog box read and follow the text Be sure to back your work up before going to the next step Click Next 62 QuickStart Wizard GoldMine User Guide Customization Installer Select the type of customization options you wish to apply to your GoldMine installation Additions Updates Fields F2 Lookups C GoldMine Reports 0 Filters Deletions C F2 Lookups Cancel 6 Select the customization options e At the Additions Update field select the options you want to install At the Deletion field select the options you want to delete Click Next Customization Installer As a safety measure and in the event that you may want to undo changes made by this customization installer you should create a backup of your current GoldMine installation before continuing Type the word YES in the box below to indicate that you have read the text above and have completed a backup of your GoldMine installation Did you read understand and follow the directions above Cancel 7 Read the screen text and the type in Yes over the No default This text explains that you cannot undo the customization A dialog box appears stating you must be logged in as a Master Rights user to install an Industry Solution template 8 Click Next GoldMine User Guide QuickStart Wizard 63 Customization Installe
31. select the number of days In the Occurs area select the frequency of the occasion in the Every x year s field and select one of the following By Specific Date Select the month and day in the drop down lists By Day of the Week Select the week of the month day of the week and month in the drop down lists Click OK to close the window and add the occasion to the calendar Occasions are linked to contacts but not displayed on the contact record until an activity is scheduled from the GoldMine Occasion Alarm dialog box appearing at the time specified on the Date Span tab Deleting an Occasion 1 Select Edit gt gt Record Properties gt gt Contact Details The Contact Details dialog box opens 2 Select the occasion and then click Delete Calendars GoldMine User Guide About Sharing Free Busy Times Scheduling becomes more dynamic and efficient when you and your contacts share free busy times As a GoldMine user you can publish your free busy time in an iCalendar recognized format making it available to non GoldMine users for easy scheduling and to save time when proposing and counter proposing meeting times between participants GoldMine users can view a contact s published free busy time in the GoldMine calendar when scheduling an activity Shared Free Busy Times Example GoldMine s ability to publish and to read calendar data provides efficient collaboration with non GoldMine users The following table displays
32. 179 e Peg Board See Using the Peg Board on page 180 Click the toolbar options to schedule and complete activities move through the calendar set the display delete and edit the scheduled activities Right click and select the local menu options to manage specific activities synchronize and set the output to options change users and access other options GoldMine User Guide Calendars 173 174 Using the Daily Calendar The calendar is user based letting you see your scheduled activities and quickly determine available times when scheduling for yourself or up to 16 other users Use the following procedure to use your daily calendar 1 2 Select Go To gt gt Calendar At your calendar click on the Day tab at the bottom of the window Your daily calendar opens displaying today s date To see another date click the arrows in the top right corner of the window to display the date you want To see other calendars click the User drop down to select the user for whom you want to view activities e Select the name in the drop down User list or select Multiple Users to open the Select Users dialog box e Double click the user in the User List box or user group in the Group List box to add to the Selected Users list Click OK to close the Select Users list Click the local menu to manage the activities Right click and select a local menu option To change the day displayed click the Today button on the
33. Add current page to Favorites Ctrl D Open History Ctrl H Open History in pinned mode Ctrl Shift H Open Favorites Ctrl l Open Favorites in pinned mode Ctrl Shift Open Feeds Ctrl J Open Feeds in pinned mode Ctrl Shift J Tab Shortcuts Menu Command Key Open a link in new background tab Ctrl Left mouse button Open a link in new foreground tab Ctrl Shift Left mouse button Close tab closes window if only one tab is open Ctrl F4 Ctrl W Open Quick Tab view Ctrl Q Open a new Tab Ctrl T View the list of the open Tabs Ctrl Shift Q Switch to next tab Ctrl Tab Switch to previous tab Ctrl Shift Tab GoldMine User Guide Getting Started 47 Address Bar Shortcuts Menu Command Key View the list of previously typed addresses F4 Select the Address bar Alt D Open the Web site address that is typed in the Alt Enter Address bar in new tab Add http www to the beginning of text and comto Ctrl Enter the end of text in Address bar Add http www to the beginning of text and the Web Ctrl Shift Enter site address suffix you have specified to the end of text in the Address bar Switch to the previous tab Ctrl Shift Tab Search Bar Shortcuts Menu Command Key Open search results in new tab Alt Enter View list of search providers Ctrl Down arrow Logging Away from GoldMine If you need to leave your desk for a period of time post information about your current loc
34. All entries Click the Printer icon and then click OK GoldMine User Guide Activities 169 170 Activities GoldMine User Guide Calendars About the Calendar The Calendar works as a time management tool Quickly determine what is scheduled and review available times for new appointments and activities The Calendar displays day week month year planner and outline calendars for a single user or for a group of users You can launch the calendar and leave it running in the GoldMine work area Calendar Toolbar Schedule v GOKE Shwe User USER v Idy e Ede Comnginien The Calendar toolbar consists of these buttons The default values are e Schedule Click on this button to access the activities you can schedule from your calendar The dialog box for the activity opens e Show Click on this button to show a particular day or activity The dialog box for the date or activity opens e User Click on this button to select the user of the calendar you want to view The Select Users dialog box opens Select from the User List or Group List GoldMine User Guide Calendars 171 e Today Select the date and or activity you want to view Select an activity and then select a date or activity The dialog box for the date or activity opens e Edit Select an activity and click this button Make the changes as needed e Complete Select a task and click this button to complete an activity buttons which means
35. Calendar toolbar The calendar view refreshes and the page for today displays Click the tabs to access e Week Displays the week Sunday through Saturday e Month Displays the month e Year Displays the entire year with scheduled days highlighted e Planner Activities of the selected user for today and the next 22 days e Outline Scheduled activities in a hierarchical tree structure with branches that correspond to years months and days e Peg Board Login status and activity of individual users and system availability Calendars GoldMine User Guide Using the Weekly Calendar The Week tab displays the week Sunday through Saturday 1 2 Select Go To gt gt Calendar Your Calendar appears Click on the Week tab you can select the users activities to display e Select the name in the drop down User list or select Multiple Users to open the Select Users dialog box e Double click the user in the User List box or user group in the Group List box to add to the Selected Users list Click OK to close the Select Users list Use the local menu to manage the activities Right click and select a local menu option To change the day displayed click the Today button on the Calendar toolbar Click the tabs to access e Day Activities scheduled for the day e Month Displays the month e Year Displays the entire year with scheduled days highlighted e Planner Activities of the selected user for today and the n
36. Email Center list During this time GoldMine may be unresponsive e Increased memory usage by GoldMine You may have a slower response in the Email Center because it has to process a large number of emails and use more memory For more information on message limits see the System Settings section of the GM 8 5 Administrators Guide e Text display Preview the body of a message selected in the listing browse window To turn the preview option on and off right click the E mail Center tree and select Options gt gt Show Preview NOTE Set Show Preview as the default in the Internet section of the Username ini using this command ShowPreview 1 208 Contact Communication GoldMine User Guide General Email Toolbar The General E mail Center Toolbar contains buttons and menus for creating sending receiving and filing email messages setting up email rules templates and distribution lists and editing email options Buttons in the toolbar appear and disappear depending on the type of activity performed New Message gt 8 x Re ink Unlink w Send Send All Re Send Re Queue Actions v The General E mail Center Toolbar differs depending on which folder is opened in Email Center assuming there are letters in them e If an online folder is opened then General E mail Center Toolbar consists of e New Message Print Refresh Delete Stop Reply Reply to all Forward and Actions which is a
37. Forecasted sales with the entered activity code Use wild cards to select multiple activity codes By default this field is blank to include all activity codes in the analysis Analyze Calculates the totals in the display Close Closes the dialog box Using Graphical Analysis The GoldMine Graphical Analysis tool generates summary graphs of user activity data based criteria You can display data as a bar graph or a line graph GoldMine can represent all activity for a period of time or one of several types of activities Graphs can also represent total activities a comparison of all users or selected users Use the following procedure to generate a forecasted sale 1 Select Go To gt gt Analysis gt gt Graphical Analysis 2 The Graphical Analysis Options dialog box contains options determining the time range and activities to include in the graph Select the options you need Complete Completed activities Scheduled Scheduled activities Totals Total activity data for specified users Comparison Activity data for individual users as specified Bar Graph Comparison of different periods or users Line Graph Trends over time Select User s Accesses a list of users If the Comparison option is selected under Graph Type and more than one user is selected data for these users displays on one graph with color coded entries to differentiate users All Activities Scheduled or completed data for the activity types descr
38. GM Views and to apply them based on your user defined Record Type Rules 330 Glossary GoldMine User Guide Record typing Customized combinations of Primary Fields Views Custom Screens and GM Views Rectype A record type code identifying different types of records within the database Referrals tab Internal referrals within the Contact Set Rehost Rehosting data is the process where one database is copied or converted to a new database Reports Center Provides easy visual access to several reporting options available within GoldMine Required field A field requiring data Resources Resources that are commonly requested include conference rooms projectors demonstration products company vehicles Rich Site Summary See RSS RSS Rich Site Summary a simple XML format designed for sharing Web Headlines 5 Screen design toolbar Used when you are designing your primary fields or Fields tab screens Seq Sequence ordered number for each event in an Automated Process The sequence number begins with either P for a Preemptive event or S for a Sequential event Each event is processed in order based on the sequence number Shortcut keys Shortcut keys are keyboard keys or key combinations that invoke a particular command Shortcut menu See Local Menu Site code Matches a synchronization process to a site Sort Header A section in a report that holds the labels filters and break filters for the se
39. GoldMine must be installed locally in order to install the Acrobat Link It will not function from a shared folder location This Document Management QuickStart Wizard directs you to an informational web page It does not install any add on products 1 Select Tools gt gt Quick Start Wizard The GoldMine QuickStart Wizard dialog box opens 2 Click the Document Management Wizard button h A web page opens in your browser showing details about the GoldMine Plus suite of products GoldMine User Guide Contact Communication 229 Using Encryption and Digital IDs Using Digital IDs with Email Messages If you and your contacts use digital IDs to verify signatures and send encrypted email messages you can use GoldMine to configure your Internet E mail Options Your digital ID also known as a digital certificate is a file sent with an email message identifying you as the authentic sender Digital ID certificates are files issued by a certified security authority such as VeriSign Inc or from your Microsoft Exchange Server administrator Digital Ds have an expiration date and must be renewed periodically to remain valid A digital ID typically contains e Your name and email address as a digital signature e Your public key e Expiration date of the public key e Name of the Certification Authority CA who issued your Digital ID e Serial number of the Digital ID e Digital signature of the CA Using Digital IDs
40. Keyboard shortcuts 38 50 Knowledge Base 320 320 Knowledge Base Books Folders and Topics 321 Knowledge Base Topic Text Local Menu 323 L Launching 20 50 Launching the Calendar 172 Leads Management Center 291 292 Linking Files to a Contact Record 85 Linking Email Messages to Contacts 226 List Options sub menu 163 Literature Fulfillment Center 236 Adding documents 238 Editing documents 239 Fulfilling 239 Rejecting 239 Literature requests 154 Local Menu Accessing 51 Local menus Campaign 294 Logging Away 38 Logging Away from GoldMine 48 Logging in 50 N Navigating 34 0 Opportunities 267 Creating 271 Opportunity Manager 270 Opportunity Wizard 274 P Pending tab 96 Personal Rolodex 246 Printing 204 Correspondence 193 Envelopes and labels 207 Private Key 230 Projects 267 Creating 279 Manager 278 Wizard 288 Public Key 230 Publishing Free busy times 191 Q Queued Documents Literature Fulfillment Center 240 QuickStart Wizard Key Fields 65 Postal Codes 67 68 User Setup 58 Quitting a Work Session 38 Quota Analysis 258 R Reassigning a Case 313 Record Contact see Contact Records 73 82 Curtaining About 91 Properties Record Related Settings 91 Related Settings 91 Rejecting 239 Renaming 36 Renaming a toolbar 36 Renaming Campaigns 299 299 Replying to an Activity 219 Retrieving Email 224 Rules E mail 228 5 Sales Managing 247 Sales Analysis 259 Schedule Literature Requests 239
41. Palm Net PalmOS PalmPak Palm Inc Pink Elephant Pink Elephant Inc Red Hat Red Hat Inc RightFax Captaris Inc Rolodex Rolodex Corp Sage Line The Sage Group plc SaleMaker SaleMaker Corp SAP SAP Aktiengesellschaft Corporation Scansoft SpeechPearl Scansoft Inc SPARC SPARC International Inc Sun Java Solaris Sun Microsystems Inc Sybase Sybase Inc Symantec pcAnywhere WinFax Symantec Corporation UNIX UNIX System Laboratories Inc VNC AT amp T Laboratories Cambridge Voxpoint Cayo Communications Inc Visor Handspring Inc Zetafax Equisys PLC Company Table of Contents Welcome to GoldMine Premium Edition D a ETETA EEA IE EEEE A E EN Whats New m GoldMing ariiencsennnn ann Aawe TS GE oee EE Andiencs and Expertise seniii n RA DOG ISTE OSC LIS E E EE E canard conde ests ad ea te ea Getting Started Key Tetins and Conce nisanu Launches GoAldMiNe sss ss saascdantaseuce sustanehse soedaveniosnsenuecs ee Changing the Default LOTi 2 5 Viewing Information About GoldMine Premium Edition Navigating Goldie srren re nnr NA Main Menu ute 0 AANT ea cosas case I caste cc ioieeristacaeeniecantces SWAN ata aur aksne E T eLa a ni E E R share eacngeeds E E A hati een E AE E E E E a aeeraun
42. Relationship Tree based on FrontRange Solutions Inc GoldMine User Guide ContactManagement 1 2 Select from the following options as needed e Lookup another contact and create a Relationship Launches the Contact Search Center and lets you add a new Relationship to another contact record e Create a Relationship based on Creates the Relationship based on the current contact Record 3 Add sections and contacts to existing relationship trees Adding Contacts To Existing Relationship Trees You can create a new contact and add it to an existing company These contacts display on the Relationship tab Use the following procedure to add contacts to an existing relationship tree 1 At the Contact list view double click on a contact At the Detail view for the contact click on the Relationship tab if not selected 2 Right click on the relationship tree and select New Contact 3 To add an existing contact select Lookup an existing contact and add it to section Double click on the name to be added 4 To create a new contact select Create a new contact and link Complete the New Relationship to an Existing Company dialog box For more information on completing this dialog box see Creating a New Contact Record on page 77 92 Contact Management GoldMine User Guide Creating Relationship Sections Use the following procedure to subdivide an organization into divisions or departments 1 At the Relationsh
43. RightFax server e Zetafax 7 5 or later Third party add on OmniRush provides an integrated fax support solution For details visit www frontrange com or the Z Firm LLC Web site at www zfirmllc com Use the following procedure to fax a correspondence from the GoldMine Document Center 1 Select Go To gt gt Document Templates 2 At the Document Management Center right click on Fax Fax Cover Sheet gt gt Fax The Mail Merge Properties dialog box opens GoldMine User Guide Contact Communication 201 Mail Merge Properties Template R ecipient A Please select the template you wish to use for mail merge Document Type User Letters Memos and Faxes v USER user Template abc 3 At the Contact Selection area select the contact or contacts you want the fax to reach by clicking on the appropriate radio button e This Contact Merges the fax with the primary contact from the active contact record or an additional contact selected from the drop down list All contacts linked to contact name Merges the fax with the primary and additional contacts for the active contact All contacts in the following filter or group Merges the fax with all contact records or with the filtered group or contact group you select from the drop down list 202 Contact Communication GoldMine User Guide 4 If you select All contacts linked to contact name or All contacts in the following filter o
44. SUES Sy SEA aane a N AA 266 OE e E T a E E E E E E 267 e E RIG E e E A E E 270 henin R E oe eae eee pa Abont Temiory Res icsean tierce seiancetveictd oa n ANA 273 Realignment Using the 243 To Reassign the Activities of a Particular Ui Opportunity and Project Management 275 About the Opportunity and Project Managers s sais sovsnsesdssbiaiseanscuiantavonsa versa kiiin Eai 275 Customizing the Opportunity and Project Managers Properties e ccseseeseeeereeeeeceneeeeneees 276 208 209 Opportunies 6 v5 cise sodsadesaietsiseautesscebentedesipdaniedacdetasersaapemianmeesoueanuees 281 078 ENa 282 0 0 Using the Opportunity the Proj Oct IAA Reh sis cecs coach casdutassice oeamshioedbe Bhai aha aenaee eae 286 207 0 208 ss oakscieranin iene nein 289 Eanus Tenenan 290 Editing T8868 srpannaana a a A RA A RA EE EA 291 292 Editing Notes f r Opportunities smd Projects ss ciinei e AAA 292 Edining Editing Pending Activities for Opportunities and Projects eeseeeseeeeeeserseeeesreerseeererrees 293 Editing History Information for Opportunities and Projects ceceeeceseeceneeeneceeeeeeees 294 A A gevae gy Menge rer se ceegey tcp tre TN AT tern vrere cy EA E cree errr 295 etnias nue 295 Creatine Project Templars 296
45. Select Import Data Source dialog box Mail Merge Merge contact information with templates document envelope or label Select to open the Mail Merge Properties dialog box e E mail Merge Use templates to communicate a promotion to customers using queued Internet e mail Select to open the Mail Merge Properties dialog box appears GoldMine User Guide Marketing Tools 297 e Call Schedule outgoing telephone calls to initiate a contact or follow up Select to open the Schedule a Call dialog box Only the Detail tab is available e Automated Processes Use predefined or create new Select to open the Select an Automated Processes dialog box You can add tasks as needed 7 Click Edit to modify a task 8 Click Delete to delete a task from the campaign 9 Click Next to move to the Summary of selections dialog box 10 Review the information presented If you need to modify the tasks click Back 11 Click Finish Cloning Campaigns Cloning a campaign is useful if you want to create a campaign with similar attributes to an existing campaign Use the following procedure to clone a campaign 1 Select GoTo gt gt Campaign 2 At the Campaign Management Center window select a campaign 3 Click Clone Campaign GoldMine copies the campaign and displays it in the navigation pane with the same name and a number for example Chicago051604 cloned would appear Chicago051604 1 4 Select the cloned campaign and click Rename Camp
46. To asmign an Automated Process to your leads click Assign an Automated Process Aang an Avtomaind Process 4 1 3 1 3 4 3 43 0 an Activity Golshine 4 catendanng capathibes help you keep in touch wth your leads set reminders and more To schedule an 176 select the actrety type and cich the Schedule con Scheut ain Cal Organize Fitters or Groups 9 F ters and groupe heip you queity access your laats and segment your database on you own emeng Ts orgarure and work you Stars or groups chek Organize filters or Organize groups Uiw Foday October 17 2008 Noe Use the Leads Management Center along with the Campaign Management Center and Web Import to design test and implement customer treatment strategies and campaigns to improve marketing efficiency and measure effectiveness GoldMine User Guide Marketing Tools 291 Using the Leads Management Center Use the following procedure to access and use the Leads Management Center 1 Select GoTo gt gt Leads Management Center or click Administer leads on the Getting Started toolbar 2 At the Leads Management Center select from these options to process your set of leads Import data from a variety of sources including ACT DBF ASCH SDF SQL or XML files Assign an owner manager and record curtaining to control who can update or view a lead Assign an Automated Process to process the leads according to a predefined track of actions and triggers Schedule an act
47. To configure usernames accounts for GoldMine please select from the available user type options below Create New User Update Existing User v 8003 kr GdidMine 3 1 GoldMine User Guide QuickStart Wizard 59 4 At the Username accounts dialog box select either Create New User Create a new user e Update Existing User Select the name of the user you are editing in the drop down list Click Next QuickStart Wizard Update User Accounts GoldMine user settings GoldMine Username User s Full Name Security GoldMine Password C Master Rights 5 Complete these fields to create or modify the user settings e GoldMine Username If creating a new user type the user name up to 8 characters in the text box e User s Full Name Type the first middle and last name as appropriate for your company e GoldMine Password Type a password the user uses when logging into GoldMine The user may change the password on the Personal tab of the Users Options dialog box 60 QuickStart Wizard GoldMine User Guide e Select Master Rights if you are granting the user unrestricted access to GoldMine features and settings except other users Personal Contacts and PersonalBase in the InfoCenter NOTE Only GoldMine administrators or other authorized individuals should have Master Rights 6 Click Finish A Quick Wizard message box that acknowledges the user update is successful Using the In
48. User Guide e Tagged records Uses records you tagged in the Contact Search Center using CTRL click Once multiple contacts are highlighted select GoTo gt gt Contact Groups and create a new group The Optional Settings dialog box appears e Scheduled calendar activities Creates a group based on scheduled activities in the Calendar The Group Based on Scheduled Activities dialog box opens e Completed history activities Creates a group based on historical activities Select a User Enter the date range and type an Activity code the default is blank Select an Activity Type The Build a Group based on Completed Activities dialog box opens e Supplemental contact data Creates a group based on detail records linked documents additional contacts or referrals to build a group based on supplemental data The Build a Group based on Contact Details dialog box opens Groups Based on Filtered Records 1 In the Group Building Wizard select Filtered records 2 Click Next Build a Group based on a Filter You may group records based on selecting an existing filter or by building a new filter To use an existing filter select from Filters and Owner or click on Build Filter to create a new filter Optionally you may enter an dBASE expression directly by selecting Expression and typing into the window below Build on a Filter Owner v USER USER v Build on an Expression Build Filter GoldM
49. alphabetically by this sort field Type or select the Reference value from the F2 Lookup list Each member has a group Reference field The field contains information you type or select When GoldMine builds a group you can select the value placed in the group Reference field for each group member for example Database gt Fieldname Type or select a Filter Expr from the F2 Lookup list The filter expression must be a valid dBASE Boolean expression This option is not available of you are creating a group based on filtered records Click Next At the Ready to Build dialog box click Finish The GoldMine Process Monitor opens and displays the status of the building process until it is completed It then displays the number of records added to the group When the group is built the name is added to the Group Name box on the Groups tab GoldMine User Guide ContactManagement 3 Group Based on Scheduled Activities 1 In the Group Building Wizard select Scheduled calendar activities and click Next At the Build a Group based on Scheduled Activities dialog box in the Range area select e User Select the user in the drop down list e From Date Type or select the date from the F2 graphical calendar e Date Type or select the date from the F2 graphical calendar e Activity Type the activity code In the Activity Type area select All Activities or a specific activity Click Next and complete the Optiona
50. an activity mailbox occasion listing or holiday listing to highlight it in the main window Note that settings in the Show menu on the main window of the Activity List will effect what information is available to view Find Contact 9 Current List Open Activities Closed Activities E mail Occasions Holidays GoldMine User Guide Activities e 167 View Scheduled Activity Zoom Use the Scheduled Activity Zoom to view basic information about an activity and complete or delete the activity Use the following procedure to use the Activity Zoom 1 Right click an activity and select Zoom on the local menu 2 At the Scheduled Activity Zoom dialog box select the following e Activity Activity type e Code Assigned code e Name Linked contact name e Company Name of the linked company e Phone Phone number e Reference Reference assigned to the activity e Alarm If Yes the activity has an alarm e RSVP If Yes an RSVP is required from users e Scheduled Primary user and date for the activity s scheduled time e Creation The creating user and time created e Updated If updated after creation the updating user and the time of update e Text area Displays other assigned users resources and notes 3 To scroll through activities click Previous or Next or click the up and down arrows beside Previous 4 Click Complete The Complete Activity dialog box opens 5 To remove the displayed activ
51. and use the application Key Terms and Concepts The following is a list of GoldMine key terms and concepts e Activity List A categorized list of activities associated with a particular contact record or assigned to a GoldMine user Use the Activity List to view details of an activity display the contact record linked to an activity schedule and complete the activity and save reference information in the history file e Browse Window A list of contacts Calendar events reports and other items Browse windows differ from other types of windows in GoldMine because they display information in columns e Calendar Activity information organized in tabs that access different levels and types of detail Use the Calendar to schedule and complete activities e Contact record Standard contact information such as name company phone number and address Most operations in GoldMine are performed on the contact record The contact record is the basis for scheduled work in GoldMine acting as the link between GoldMine s Calendar and History by maintaining pending and past events related to each contact record When multiple windows are open in your GoldMine work area the title bar of an active contact record is a different color from other items occupying the work area GoldMine User Guide Getting Started 19 e 2 Lookup A data entry tool listing frequently used or code specific entries Security options control F2 Lookups ensuring
52. any Windows folder to a contact record Displaying Multiple Contact Records Display many contact records in the GoldMine work area Only one record can be active on the screen 1 At the Contacts list view select Window gt gt New Contact Window A new contact window appears with the same information as the first contact window 2 Scroll through the contacts If you have a large amount of contacts use the Contact Search Center or the Universal Search to locate the contact Each new contact window you open is a duplicate of the active window Deleting Contact Records You can delete contact records from your database using the Delete option or the Delete Wizard To use the Delete Wizard you must have Master Rights For more information see Using the Delete Wizard on page 86 To delete all or part of a record the record must be active on the screen and you must have both Delete and Edit Tab Folders permissions Use the following procedure to delete a contact record 1 Select the contact record to delete 2 Click Delete in the Contact toolbar GoldMine User Guide Contact Management 85 3 At the Delete contact record dialog box select an option selected boxes before selecting Delete You cannot undo 0 NOTE By default all checkboxes are selected Review deletions e Delete the selected contact record Deletes the current contact record including its related additional contacts detail entrie
53. as Filters or search results as Groups To Create a Filter for Groups 1 Select Tools gt gt Filters The Filters and Groups dialog box appears 2 Click a tab e Filters Create and delete filters Also activate and release filters See Creating Filters on page 128 e Preview Preview filter results See the GoldMine 8 5 Administration Guide for more information e Group Build groups and review members Also activate and release groups See Groups on page 128 e SQL Query Write and save 8 SQL query from scratch or using the Lookup wizard See the GoldMine 8 5 Administration Guide for more information Activating and Releasing Filters Use created filter expressions in an operation such as performing a global replace based on a filter While the filter is active the filter name becomes part of the contact record window title The Contact Search Center still lets you locate and display a record that does not meet filter criteria When selecting the Next Record PAGE DOWN or Previous Record PAGE UP the next record displayed meets the filter criteria 136 Contact Management GoldMine User Guide Use the following procedure to activate a filter Note that activating the filter affects the following GoldMine operations 1 5 6 PAGE UP and PAGE DOWN and corresponding menu commands Next Record and Previous Record Merge Forms command Record deletion commands Delete Old History of ALL contact records a
54. can access easily while working in GoldMine Only the user who created the file can access a Personal Contacts Use the following procedure to use Personal Contacts 1 Select Go to gt Personal Your Personal Contacts dialog box opens Click Dial to use the Phone Dialer Click New to add a new entry Click Edit to change the selected entry Click Delete to remove the selected entry Click OK to close 0 NOTE The Contact field must be limited to 30 characters 246 Contact Communication GoldMine User Guide Sales Management About Sales Management Plan schedule and record sales Individuals can forecast sales they are responsible to close Managers can assign and track sales quotas GoldMine also provides the Opportunity Manager for a sales team to manage a complex sale composed of multiple components and participants Understanding Sales A forecasted sale is an estimate to record the anticipated close date of a pending sale with one of your contacts GoldMine stores potential sales information in the same database where it stores contact information When closing the sale GoldMine moves the record into the contact s History tab Scheduling and completing a forecasted sale is similar to scheduling and completing other types of activities However forecasted sales differ from other activities because they involve a product or service an anticipated sale amount and the probability of closing the sal
55. contact 9 Save your search criteria as a Filter or search results as a Group 108 Contact Management GoldMine User Guide Contact Search Center Query Editor 1 At the Default Search Query Editor drop down menu in the toolbar select Query Editor This adds a window under the default search tools for editing and previewing SQL searches within the Contact Search Center When Query Editor is selected from the Default Search Query Editor drop down menu the following window appears sa O Base 2 Select the SQL radio button to view the query in SQL format 3 Select the xBase radio button to view the query in xBase format 4 To edit the query click Edit The view window becomes active for editing SELECT TOP 2000 61 ACCOUNTNO c1 STATUS cl OWNER Preview c1 RECID COMPANY CONTACT PHONET STATE ZIP CITY KEY1 KEYZ KEY3 KEY4 KEYS LASTNAME FROM GoldMine dbo CONTACT1 cl WHERE c1 U_CONTACT LIKE HOMER STELLCHILD ORDER BY c1 U_CONTACT 5 Edit the query in either SQL or xBase Click Preview to view the result in the Contact Search Center table 6 To close the Query Editor select Default Search from the Default Search Query Editor drop down menu in the toolbar GoldMine User Guide ContactManagement 109 Browser Column Selection By default the Center displays the Company Contact Phone 1 City State and Postal Code fields Change the information in the displayed columns to suit your needs In the Contact Sea
56. definitions Insert Select the following Insert Picture Select this option and the Picture dialog box opens Browse to a saved file or type the hyperlink to a web based picture Insert Link Select this option and the Hyperlink dialog box opens Select the file type to link and type the URL Spell Check Select this option and the Check Spelling dialog box opens Save as File Saves the HTML page you created as a separate file Print Prints the page Edit HTML Source Toggles the display from your formatted WYSIWYG to HTML source code Edit the document in the HTML source code WYSIWYG means What You See Is What You Get A WYSIWYG display allows you to see on the screen exactly what will appear when the document is printed HTML means HyperText Markup Language The authoring language used to define the structure and layout of a Web document by using a variety of tags and attributes GoldMine User Guide Knowledge Base 323 Adding Attachments to Knowledge Base Documents 324 gt Attach existing documents to Knowledge Base topics to maintain such specialized documents as contracts price charts and invoice forms in other applications and launch them from InfoCenter Attachments can also be other applications To add an attachment to a Knowledge Base document 1 Select the book folder or page to which to attach a file gt 0 Right click and select Attach file The Attached File tab of the Topic Properties dialog bo
57. documents open Moves to next pane or palette within a program Ctrl Tab Moves to previous pane or palette within a program Ctrl Shift Tab Moves to next window in a group of related windows or Ctrl F6 between MDI document windows Moves to previous window in a group of related windows Ctrl Shift F6 or between MDI document windows Microsoft Windows Shortcuts The following shortcuts are reserved for use by Microsoft Windows Menu Command Key Activate or inactivate the menu bar Alt Cycle through items in the order they were opened Alt Esc Cycle through items in the reverse order they were Alt Shift Esc opened Display shortcut menu for the active child window Alt hyphen multiple document interface MDI application Display the shortcut menu for the selected item Application Copy the entire screen image to the clipboard Print Screen Copy the active window image to the clipboard Alt Print Screen Display the system menu for the active window Alt spacebar Cycle through open primary windows Alt Tab Reverse cycle through open primary windows Alt Shift Tab Cycle through open primary windows without closing the Ctrl Alt Tab menu Reverse cycle through open primary windows without Ctrl Alt Shift closing the menu Tab Display the Start menu Ctrl Esc Start Task Manager Ctrl Shift Esc GoldMine User Guide Getting Started 45 Menu Command Key
58. e Sending Encrypted Messages Using Digital ID See Sending Email Messages Encrypted Using Digital ID on page 234 To automatically encrypt outgoing messages with digital IDs configure your settings on the Security tab in your Internet Preferences Use the Encrypt Message toolbar button drop down menu to select Do not Encrypt and send a message without encryption Sending Email Messages Encrypted Using GoldMine You can protect email messages with encryption Messages encrypted with Encrypt using GoldMine can be read only by other GoldMine users with the correct password Use the following procedure to send an encrypted email 1 On the toolbar click the Encrypt Message button if you are reading a message and want to encrypt it before sending it to other GoldMine users or filing the message automatically encrypt using GoldMine otherwise select Encrypt using GoldMine The Encryption Settings dialog box opens Select Encrypt the message In the Password field type the password you are using on the message In the Encryption mode drop down list select the encryption level 79 Click OK to save your settings NOTE Only users with the proper password and working in GoldMine can open the message GoldMine User Guide Contact Communication 233 Sending Email Messages Encrypted Using Digital ID When you encrypt a message using a digital ID you must have the contact recipient s digital ID configu
59. execute commands or local menu options in the left pane to manage e Literature List A predefined literature list that varies depending on which user created the literature packet This list is available when you schedule a Literature Request When selecting a Literature List in the left hand pane the literature options display in the right pane Right click on the Literature List to access the local menu e Refresh Refresh the Literature List e Refresh All Refresh everything in the left pane e Literature Requests Literature requests by date When you select a date the literature requests scheduled for that date or date range are displayed in the upper right pane The literature requests are added by scheduling a Literature Request Right click on Literature Requests to access the local menu e Refresh Refresh the Literature List e Refresh All Refresh everything in the left pane e Expand Expand the date options e Queued Documents Queued requests by date When selecting a date the literature requests scheduled for that date or date range display in the upper right pane Queued documents are added to the Literature Fulfillment Center when configuring Mail Merge properties through the Document Management Center Queued documents can be manually fulfilled through the Literature Fulfillment Center or automatically executed at the selected time if you configured the Server Agents to Print FAX Right click Queued Documents to
60. format options lets you use specialized fonts and insert bmp files 9 If your recipient s system does not support HTML leave the check box blank to send the message as plain ASCII text 10 Wrap lines is the default When a word is typed at the end of a line the next word is placed at the beginning of the following line When creating a template you cannot change this option 11 Select Attach VCard to include a vcf file with your message The VCard contains basic contact information 12 Select Request a return receipt to receive an email acknowledgement from the recipient upon receipt This option returns results only if the recipient s email system supports the return receipt feature 13 Click in the lower pane and begin creating the body of the message Use these editing options to create the message e HTML Toolbar e Local Menu 216 Contact Communication GoldMine User Guide 14 If desired insert GoldMine fields into the message body creating a dynamic email message using data from the contact record in the merged document Right click in the message box and select Actions gt gt Insert GoldMine Field User name User full name Contact details 1 Creation date Creation time Quote text for reply Fwd Signature file Cursor position Include a text file Conditionally include 3 text File Recipient Name Recipient E mail Company Contact First name Last name Last First name Dear Title Addres
61. gt Filter At the Activity Filter dialog box use the Find option to locate a particular detail e Right click and select Find e Type a character string in the Find What box on the Find dialog box A character string is any series of alphanumeric characters including spaces treated as a group GoldMine User Guide Opportunity and Project Management 285 7 To send the data in the Pending tab to an outside format right click and select Output to Send the data to the printer as a GoldMine Report Word Excel or the clipboard 8 To quickly update a many activities right click and select Options gt gt Auto Update 9 To remove the detail from the list right click and select Delete 10 To add a Detail right click and select New Editing History Information for Opportunities and Projects The History tab displays Date User Activity Result Code Contact and Reference columns Edit history information using the local menu Use the following procedure to edit history information 1 In the Opportunity or Project Manager click the History tab in the lower pane 2 To change options for a History record right click and select Edit 3 Right click and select Zoom At the Completed Activity Zoom scroll through the activities by clicking Next and Previous 4 To display only history records that meet a particular criteria right click and select Options gt gt Filter At the Activity Filter dialog box to l
62. information that exists or where it is located because it was entered by another person In GoldMine Premium Edition the Universal Search feature is provided as a single view to quickly find out what information is in your system and how to navigate to it Universal Search is a one box search engine that allows you to quickly access a summary view of the information you are looking for along with links to more detailed information With Universal Search you can create a clear picture of your customer because you have access to all the information about your customer in your database whether or not you entered it in the database Universal Search is very useful for searching on price lists sales kickoffs return policies and so on Prerequisites Before using Universal Search make sure you have the following applications installed on your computer e Microsoft SQL Server 2005 If using SQL Server 2005 Express you have to install Microsoft SQL Server 2005 Express Edition with Advanced Services in order to use Universal Search e Microsoft SQL Server 2008 If using SQL Server 2008 Express you have to install SQL Server 2008 Express with Advanced Services in order to use Universal Search Windows Server 2008 The service can be installed through the Server Manager Start gt gt Administrative Tools gt gt Server Manager gt gt Roles gt gt File Service gt gt Role Services 0 NOTE Windows Search is not installed by default on
63. is a new feature in GoldMine Premium Edition Essentially mirroring the Go To menu the Navigation Pane also offers additional viewing and navigation options depending on the module selected ontact Search 9 Leads Import leads Assign a source code R Analyze leads Assign a merge code Assign an owner Organize fiters Organize groups Contacts Activities j Calendar 5 Mail J Opportunities 77 Projects Ss Knowledge Base gt The Navigation Pane contains five sections Search Field Type in search criteria and click Go The Contact Search Center opens in the work area Title Bar Displays the title for the currently selected module Click the Title Bar to minimize or maximize the Navigation Pane View Window Displays context sensitive navigable history data file browser or calendar depending on the module selected View buttons Each button displays the main window for its corresponding module For example clicking Contacts opens the Contacts list view GoldMine User Guide Getting Started 37 Using Online Help View documentation using the extensive online Help system Access overviews step by step instructions tips notes descriptions and reference material while you work To implement window level Help click inside the dialog box and press F1 0 NOTE GoldMine requires Internet Explorer 6 0 or 7 0 Shortcu
64. lines representing the horizontal axis of the graph default To generate a graph without this grid clear the option 4 Click Graphs to generate a graph Based on your selection in the Graph Type area of the Graphical Analysis Option dialog box you see a bar or line graph 5 To return to the Graphical Analysis Options dialog box from the graph display click Options Using Wild Cards in Activity and Result Code Fields GoldMine recognizes the asterisk character as a wild card in the Activity Code or Result Code fields on an analysis screen When placed in these fields an asterisk tells GoldMine This position can contain any character For example entering S S in the Activity Code field makes GoldMine calculate the analysis based on any activity code with S in the first and last positions of the Activity Code field The second character in this field can be any character in the history or calendar records being analyzed To calculate all activity codes that begin with S enter S in the Activity Code field GoldMine User Guide SalesManagement 255 Using Leads Analysis Managers can track valuable information on the status of sales efforts and the effectiveness of advertising and promotional efforts in generating inquiries and sales GoldMine then becomes a strategic asset by providing timely and accurate information helping managers make better decisions on deploying resources You can use Leads Analysis to Track
65. lt an activity gt dialog box complete the following tabs e Detail Schedule Activity details See Scheduling Activity Details on page 145 e Users Schedule users to the activity See Scheduling Activities to Users on page 147 e Resources Company resources you can schedule to the activity See Scheduling Activities with Resources on page 147 e Free Busy Available time of the scheduled users See Scheduling Activities Based on Available Times on page 148 e Recurring Schedule the activity to occur on a regular basis See Scheduling Recurring Activities on page 149 e Series Schedule the activity to a group of contacts See Scheduling Activities Based on Series on page 151 3 Click Schedule to complete scheduling the activity 144 Activities GoldMine User Guide Scheduling Activity Details Use this procedure to schedule Calls Next Actions Appointments Other Actions and Events 1 2 Select Schedule gt gt an activity such as Call At the Schedule an activity gt gt Detail tab select the contact s To schedule the activity to the current contact and to other contacts click the search button to the left of the Contact field Select one option Select another contact from this record List additional contacts for the contact record Look up another contact Launch the Contact Search Center Select multiple contacts Open the Contact s amp User s Selection dialog
66. of this EULA FrontRange hereby grants to Customer and Customer fully accepts upon delivery a nonexclusive non transferable and perpetual unless terminated or limited as provided below right to use only the executable version not source code of the Licensed Software for Customer s internal business purposes Scope of Authorized Use You may use the Licensed Software only as expressly permitted under this EULA and in accordance with the technical and other user manuals and read me files shipped with the Licensed Software collectively Documentation FrontRange expressly reserves any rights not expressly granted to Customer Your right to use the Licensed Software is limited to the number of server s user s assets modules databases etc collectively License Limits that You have ordered and paid for All Licensed Software updates upgrades or new releases collectively Updates are provided to You on a license exchange basis By using an Update You voluntarily terminate Your right to use any previous version of the Licensed Software provided however that You may continue to use previous versions solely to assist You in transitioning to the Update All Updates are part of the Licensed Software Should You exceed any of Your License Limits You agree to pay the then applicable full list price for the excess usage as well as the related maintenance and support fees You agree to allow FrontRange to audit Your use of
67. one of your contacts e Other Actions Miscellaneous activities falling outside the other activity categories defined in GoldMine e To do Priority ranked activities without an activity date appear on a separate To do list rather than the date based Scheduled Activities windows NOTE By default GoldMine does not link To Do activities Each To Do activity is forwarded daily e Event Date specific activities scheduled for one or more days such as conferences and conventions 6 Select Reassign unlinked activities to include the user s scheduled activities not linked to a contact record 7 Click Next and then click Finish 266 SalesManagement GoldMine User Guide Opportunity and Project Management About the Opportunity and Project Managers Sales processes often involve multiple contacts and multiple organizations GoldMine offers two systems for handling the processes Project Manager Oversees complex long term projects with multiple components Projects are usually not related directly to a particular sale although they can be converted to an Opportunity when it becomes apparent that a project has become a sale The Project Manager window contains relevant information needed to track a long term project involving the same components and contacts as a large sales opportunity Opportunity Manager Lends itself to a complex sales process involving a group of users working as a team with multiple organizations and co
68. or Microsoft Word e Customize Click this button to customize the Customize Case Manager settings GoldMine User Guide Service Center 307 Creating a New Case Use the following procedure to create a new service request Case 1 Select GoTo gt gt Service Center or select Service from the main Navigation Panel 2 At the Service Center click New Case The Contact Search Center window opens E Contact Search Center og Prefs Columns Search by Contact primary v Begins with v Don 0 F Company Contact Phone 1 City Postal Code Don s company Don 555 222 3333 ArtimeS oftware Donald Dunst 602 555 0004 Tucson 85745 3 Double click on a contact or group of contacts and click Select If you have many records listed use the Search capability at the top of the window For more information on using the Contact Search Center see Searching for Contact Records on page 104 e To create a case from a new contact click New Contact and complete the New Record dialog box The Service Center window opens and the new case appears with a system generated case number in the Case Number field Depending on the case some fields also may be system generated 308 5666 Center GoldMine User Guide 4 Complete each field by clicking next to the field and either entering text in the field box or selecting values by clicking the down arrow on the box values in the drop down box using F2 Lookup If you h
69. or delete the currently displayed activities Complete ALL of the Activities currently displayed Result code Complete selected Activity Typefs Only Delete ALL of the Activities currently displayed Success Delete selected Activity Typels Only Successful Selection Criteria ls Activity Type 152 Activities GoldMine User Guide 2 At the Auto Update Activities dialog box select one of the following options e Complete ALL of the Activities currently displayed Completes activities in the current tab and updates the specified Result and Success e Complete selected Activity Type s Only Completes activities selected in the Activity Type area the specified Date range and updates with specified Result and Success e In the Activity Types area select the options to process Appointments Scheduled appointments Calls Scheduled calls Next Actions Scheduled next actions Others Scheduled other activities Events Scheduled events Forecasted Sales Scheduled sales To dos Associated to do activities Lit Requests Scheduled literature requests E mails GoldMine Pending GoldMine e mail messages E mails Internet Pending e mail messages for the Internet Delete ALL of the Activities currently displayed Deletes activi ties in the current tab Delete selected Activity Type s Only Deletes activities selected in the Activity Type area based on the specified Date range 3 Specify a res
70. remedy set forth in this EULA are exclusive and in lieu of all other warranties and remedies oral or written expressed or implied Except as provided above FRONTRANGE AND ANY THIRD PARTY LICENSOR DISCLAIM ALL WARRANTIES EITHER EXPRESSED OR IMPLIED WITH RESPECT TO THE LICENSED SOFTWARE ITS QUALITY PERFORMANCE NON INFRINGEMENT MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE If You believe the Licensed Software does not meet this Limited Warranty You must notify FrontRange in writing within the warranty period FrontRange entire liability and Your exclusive remedy with regard to the Limited Warranty will be at FrontRange sole discretion either repair or replacement of the Licensed Software or a refund of the amount paid to FrontRange for the Licensed Software provided in that case that You also return the Licensed Software Indemnification FrontRange will at its expense defend and pay any settlement amounts or damages awarded by a court of final jurisdiction arising out of any third party claim against You that the Licensed Software infringes any copyright patent trademark or trade secret owned or controlled by the third party Infringement Claims provided however that i FrontRange will be notified promptly in writing by You of any such claim ii FrontRange will have sole control of the defense of any action on such claim and all negotiations for its settlement or compromise and iii You will cooperate with F
71. select All all records to see all items or one of the tabs such as Activities History and so on This also includes checkboxes corresponding to search filters except for those applied to contact records To clear your selection click Clear 3 To change your Universal Search options click Options For more information on selecting options see Setting Universal Search Options on page 116 e Ifthe search filter is associated with Contacts it will appear in the drop down list at the bottom of the Options pane when you select Search Filter in the Choice dropdown e If the search filters is associated with any other type of information it will appear as a checkbox under Find these items If a filter of this type is owned by a different user you need to go to Options gt gt Search Filters select the Owner and then check the box next to each filter you want to use use OR logic so items matching any of the checkboxes will be returned It is important to understand this to make the search filters effective 0 NOTE The checkboxes in the Find these items section 114 Contact Management GoldMine User Guide 4 In the Within these records area at the Choice field select a search criteria and then click Go The choices are All Contact Searches all contacts Note that the owner and filter name fields are not activated because this search includes all records Active contact Searches the active contact Note th
72. some scenarios where you may use the various options to improve your ability to work with outside contacts and with users who may not have immediate access to GoldMine Action GoldMine Outlook Configuring user Tools gt gt Options gt gt Calendar gt gt Mor Tools gt gt Options gt gt Calendar free busy settings e Options gt gt Free Busy ifb Options gt gt Free Busy Options vfb See the Outlook online Help for more detailed information Initializing user free Automatically After the Free Busy Automatically After the Free busy publishing tab is configured GoldMine begins Busy Options are configured publishing based on a specified Outlook begins publishing based time on a specified time Manually Web gt gt Publish Calendar gt gt Publish Free Busy Times Reading a contact s Select contact record and then Select Contact and click the published free busy Edit gt gt Record Details tab Complete the time Properties gt gt Contact Internet Free Busy Address Details gt gt Free Busy tab ifb Scheduling based on Select Schedule gt gt Select activity In Calendar select free busy times and configure Detail Resources Actions gt gt Select activity and Free Busy Click Options and Select Attendee select Show Contacts Availability gt gt Invite Others Select contact with published free busy information GoldMine User Guide Calendars 185 Action GoldMine Outlook Di
73. source of the opportunity e Probability Select the percent opportunities should begin at e Revenue Type or select the expected revenue for the template type When you create an opportunity based on the template the information in the Revenue text box populates the Forecast text box on the Opportunity Properties dialog box GoldMine User Guide Opportunity and Project Management 3 Number of days to close Type or select the number e Task dates to be based Select the date entered for tasks set up for the opportunity This date appears in both the Start Date and End Date fields of the Task dialog box 4 Click OK to save and close Using the Opportunity Wizard Use the Opportunity Wizard to create a sales opportunity and configure the basic information 1 Select Go To gt gt Opportunities 2 At the Opportunity Manager right click the upper pane and select New 3 At the New Opportunity Prompt dialog box select Yes to view the Opportunity Wizard Welcome dialog box If you click No the New Opportunity dialog box opens Opportunity Wizard Welcome Welcome to GoldMine s Opportunity Wizard This wizard will help you setup a new opportunity and include all information you need at one time Please select a company and contact to which to link this new opportunity You may accept the default record shown below or you may select another company and contact to which to link this opportunity Company All Bra
74. specified amount of time to save their work before being logged out out by double clicking the user s green tack in the Peg 0 NOTE A Master user can also force a single user to log Board display 180 Calendars GoldMine User Guide 7 Click the tabs to access Day Activities scheduled for the day Month Displays the month Year Displays the entire year with scheduled days highlighted Planner Activities of the selected user for today and the next 22 days Outline Scheduled activities in a hierarchical tree structure with branches that correspond to years months and days Peg Board display beneficial for notebook PCs that use power conservation features that shut down the hard disk To disable the periodic update feature enter UpdatePegboard 0 in the GoldMine section of Username ini 0 NOTE By default GoldMine periodically updates the Using the Task List in the Calendar 1 Select Go To gt gt Calendar The Calendar window opens The Task list displays on the Day Week or Planner calendar and displays pending Forecasted Sales Literature Requests Events and To Do items 2 Use the local menu to manage tasks Highlight the item and right click Schedule Schedule an activity Complete Remove task from the Task list and saves it as history Reply Open an e mail message addressed to the creator of the task E mail Contact Write a new e mail message to the creator of the task Delete Delete
75. tab At the Default Login user field select the new username from the drop down menu Ge A To change the password navigate to Tools gt gt Options select the Personal tab and then click Change Password Change Password g Use this dialog box to change your password Please enter 3 your old password and then enter the new password twice Enter your current password Please enter a new password Enter the new password again Cancel 5 Atthe Change Password dialog box type in the old password and then the new password twice in the appropriate fields and then click OK GoldMine User Guide Getting Started 21 Viewing Information About GoldMine Premium Edition View summary information credits installation details or contact information for FrontRange Solutions Use the following procedure to view information about GoldMine 1 Select Help gt gt About GoldMine 2 At the About GoldMine window view the version registered owner product serial number and copyright information Select the following buttons to see information for e Credits Displays integrated applications e FrontRange Displays contact information for FrontRange Solutions System Displays information about your GoldMine installation To copy the information click Copy All Paste the information into your outside application 3 Click OK Navigating GoldMine 22 This section describes the navigation tools and proce
76. the name of the button will change as you make your selections For example if you select the Today button and then select a menu item you will see a name of the menu item as the name of the button 0 NOTE The drop down buttons other than Schedule are split Accessing Your Calendar The Calendar displays scheduled activities for the selected user or user group Use the following procedure to open your calendar or a calendar of another user 1 Select Go To gt gt Calendar or Select F7 or Click Calendar on the Navigation Panel Your calendar opens 2 To see calendars of other users select the user or user group in the User drop down list 172 Calendars GoldMine User Guide Using the Calendar The Calendar displays scheduled activities for the selected user or user group Use the following procedure to use your calendar functions 1 Select Go To gt gt Calendar or select F7 or click Calendar on the Naviga tion Panel Your Calendar appears e To see calendars of other users select the user or user group in the User drop down list To change your view click a tab e Day See Using the Daily Calendar on page 174 e Week See Using the Weekly Calendar on page 175 e Month See Using the Monthly Calendar on page 176 e Year See Using the Yearly Calendar on page 177 e Planner See Using the Planner Calendar on page 8 e Outline See Using the Outline Calendar on page
77. the task from the list Edit Open the appropriate dialog box for the selected task Edit the contents GoldMine User Guide Calendars 181 Using Occasions in the Calendar Occasions are one time or recurring events to display on your calendar Link the occasion to a contact or leave it unlinked Or set an alarm on the occasion to remind you in advance Occasions displayed in the Calendar on the day of creation View all occasions on the Occasions tab of the Activity List Occasions are not linked to a contact s until you schedule an activity from the activated GoldMine Occasion Alarm e New Adds an occasion Delete Deletes the selected occasion e Edit Displays the Edit an Occasion dialog box Edit the information Adding or Editing Occasions Use the following procedure to add or edit an occasion 1 Select an option e On the Day or Week tab of the Calendar right click the Occasions list area Select New or Edit The Detail tab of the Edit an Occasion dialog box opens or Select Edit gt gt Record Properties gt gt Contact Details The Contact Details dialog box opens Select the Occasions tab and click New The Detail tab of the Edit an Occasion dialog box opens 182 Calendars GoldMine User Guide Create an Occasion Detail Date Span Occasions help you keep track of any special contact telated or personal events User Reference USER USER i Raat abih 4 Contact Category
78. to activate a cursor 2 Type your changes in the selected field or edit based on F2 Lookup values To edit based on the F2 Lookup list click the right facing arrow or press F2 to display the predefined field values Select the value to update the field with You can add values to the F2 Lookups 3 To advance between fields press the Tab key You may also select fields by clicking CTRL First letter of field label Note that the Tab key goes through fields in the order set in the Field Properties dialog box gt gt Layout tab gt gt Field Order area Change the order by changing the Position Number This does note affect where the fields display in the Contact record 4 After editing the contact fields press ESC or go to the next record to edit Some fields such as the Last Update field on the Summary tab are display only GoldMine generates the value of these fields automatically and prevents the user from making changes If you click on one of these fields with the left mouse button no action will take place Printing Contact Records When you make a print request GoldMine gathers the contact information into a report and then prints the report 1 Select the contact record you want to print and click the Print button GoldMine User Guide ContactManagement 83 84 Print Report Please select the report you wish to print Type GoldMine v Category Contact Reports User public v Report Contact P
79. to which you want to add the topic and click the New Topic Page toolbar icon The new page appears under the selected book or folder Type the name of the topic Adding HTML Text to Knowledge Base Topics 322 Use the capabilities of HTML to create pages in the InfoCenter The information provided here is specifically for the topic level but is applicable at the Book and Folder levels To add HTML text to a Knowledge Base topic 1 In the Knowledge Base window click the right pane A blinking cursor and the HTML toolbar appear Type the information into the page or copy and paste it in from other sources Right click the text pane and use the local menu options to format your document an add features The HTML lets you format the text in a pleasing display and add Internet hyperlinks and graphics 4 Click Save Knowledge Base GoldMine User Guide Knowledge Base Topic Text Local Menu To open the Knowledge Base topic local menu right click in the right pane of the Knowledge Base window The menu options are Save Saves the page you have created Cut Cuts the highlighted text Copy Copies the highlighted text Paste Pastes copied text to the location of the blinking cursor Delete Deletes highlighted text Select All Selects all the text on the page Font Sets the font style type and size Paragraph Sets text alignment on the page Style Sets the text style including format heading
80. user input and allowing data standardization e Work Area Displays open contact records the Calendar Activity List E mail Center and any other open windows Although you can open position and size multiple contact records in the work area only one contact record can be active at a time e Universal Search A one box search to give you a summary view of the information along with links to more detailed information Launching GoldMine Use the following procedure to launch GoldMine Premium Edition on your desktop computer 1 On the Windows desktop select Start gt gt Programs gt gt GoldMine or dou ble click the GoldMine desktop icon The GoldMine Premium Edition login window opens 2 GoldMine GoldMine y GoldMine Premium Edition Version 8 1 0 30 August 2008 This product is licensed to FrontRange Solutions Serial Number E 000580 BETANRJ422C JM7CB PT3SY Customer ID NOT REGISTERED Copyright 1989 2008 FrontRange Solutions Inc All rights reserved FrontRange gt Usemame USER Password 2 Type your user name in the Username field type your password in the Password field and then click OK 20 Getting Started GoldMine User Guide Changing the Default Login Use the following procedure to change the username and or the password of your login 1 Login to GoldMine using the default login 2 To change the username navigate to Tools gt gt Options and select the Login
81. valuable information on the status of sales efforts and analyze the effectiveness of advertising and promotional efforts in generating inquiries and sales Generate a list of the values in any Contactl or Contact2 field typically analysis is performed on values in the Source field Calculate a number of statistics for each unique value such as the number of Contact Records leads containing a unique Source field value To Use Leads Analysis 1 Select View gt gt Analysis gt gt Leads Analysis The Leads Analysis dialog box appears To add edit or delete a leads analysis click Maintain The Open Leads Analysis File dialog box appears Select the lead file you are analyzing in the File Description drop down list NOTE You can use the local menu to change display and other options 256 SalesManagement GoldMine User Guide 4 The information pane displays these columns e Source Name of the lead source such as Comdex This entry appears in the Source field of the contact record Use the source to determine the profitability of individual marketing sources or groups of campaigns GoldMine can report the total number of leads generated from seminars advertisements or trade shows in the Source field the total sales volume generated from each source value and the potential sales pending from each source value Then identify effective lead sources based on total leads or sales volume generated Also to know the cos
82. value are calculated in the Amount field 9 At the Probability field select a percentage value in the F2 Lookup list For example if the customer is evaluating the product select 50 If the customer is purchasing select 90 10 At the Sale Date field select the expected sale date in the F2 Lookup graphical calendar 11 In the Notes field type any notes about the sale 12 Click on the Link checkbox to link this forecasted sale to the current contact 13 Click on the RSVP checkbox to be notified when the assigned user completes the sale when the sale completes by the assigned user The RSVP 0 NOTE GoldMine posts RSVP messages on the Activity List record provides information about the outcome of the sale 14 Click on the Alarm field if you want GoldMine to warn you when the activity is due e To seta time for the alarm click the upper down arrow box and select the time e To set the date for this alarm click the lower down arrow box and select the date 15 Click OK to save and close the dialog box or select the Recurring tab to schedule recurring activities GoldMine User Guide SalesManagement 249 Completing Forecasted Sales Complete forecasted sales from a contact s Pending tab or the Activity List Use the following procedure to complete a forecasted sale 1 8 9 Right click the sale and select Complete or select Complete gt gt Sale The Complete a Sale dialog box appears F C
83. view double click on a case in the list Click the chevron button in the right portion of the window to view both the case list and case details in the main window Using the Service Center Toolbar List View Escalate Resove NewCase e X show a Groux frone Reacsign The toolbar in the service center List view provides elements that allow you to view and manage details for cases Open new cases and create case templates choose viewing and grouping options reassign escalate and resolve cases New Case Template To open a new case select New Case from the New Template drop down menu Show The Show menu allows you to filter the information displayed in the case list e Group The Group menu allows you to group cases in the List view e Reassign The Reassign Case dialog box allows you to assign the specified case to another user or service representative Escalate Open the Escalate Case dialog where you can escalate the specified case to a higher priority e Resolve The Resolve Case dialog box allows you to mark a case as Resolved and enter resolution notes and an email notification message GoldMine User Guide Service Center 305 306 Service Center Detail View The Service Center Detail View consists of the following elements e A toolbar which allows you to create new cases and templates edit the status of the specified case and analyze the specified case A Case Deta
84. with the names of the available toolbars Click the new toolbar name you created and the toolbar appears GoldMine User Guide Getting Started 35 36 3 With the Customize dialog box still open hold down Ctrl and then drag and drop the menu items you want to appear as buttons on your new toolbar For example if you want User Groups on your new toolbar click and hold down Ctrl then go to Tools gt User Groups and then drag User Groups to the new toolbar 4 Close the Customize dialog box Renaming a toolbar 1 Right click in the empty space by the toolbar and from the pop up menu select Customize 2 Select the toolbar you want to rename and click Rename 3 Type in the new name in the dialog box 4 Close the Customize dialog box Renaming or editing or deleting a button on a toolbar 1 Right click in the empty space by the toolbar and from the pop up menu select Customize 2 Select the toolbar on which the button you want to rename appears 3 With the Customize dialog box still open right click on the button you want to rename 4 Atthe pop up menu at the Name field type in the new button name The new button name appears on the toolbar 5 Use the pop up menu to edit or delete an existing button 6 Close the Customize dialog box To rearrange buttons on a toolbar Drag and drop the buttons to the desired configuration Getting Started GoldMine User Guide Navigation Panel The Navigation Pane
85. 0Z SUMMARY Train lt Calendars GoldMine User Guide Creating Meeting Requests As organizer of an activity you can send a meeting request for the activity to a user or contact who has iCalendar enabled Use the following procedure to create a meeting request 1 2 Aw pw Select Schedule gt gt lt an activity gt appears At the Schedule an activity dialog box complete the Details tab with the appropriate information On the Details tab select Send a Meeting Request to the contact On the Users tab select the GoldMine users to include in the activity On the Resources tab select the resource s to schedule with the activity On the Recurring tab select the date span frequency and monthly schedule of a recurring activity Outlook is unable to resolve the Skip Weekends option in GoldMine If you are sending a recurring meeting request to Outlook users do not select skip weekends in GoldMine In the Group Schedule tab select the group of contacts to send the meeting request to After configuring scheduling options click Schedule A meeting request is sent to all participants Responding to Meeting Requests You can respond to a meeting request in your e mail you can respond several ways Use the following procedure to respond to a meeting request 1 2 In your GoldMine E mail Center double click to display the message in a window From the e mail header select one option A
86. 1 2 3 Select Go To gt gt Projects At the Project Manager window right click the upper pane and select New At the New Project Prompt dialog box select Yes The Project Wizard Welcome dialog box opens The Company defaults to the active contact record For another contact record click the search button to launch the Contact Search Center and then select the contact The contacts and additional contacts available in the Contacts drop down list depend on the company selected Select the contact for the project and click Next At the Description dialog box complete the fields as needed e Enter or select a description for the project below Type or select a name from the F2 Lookup list e Templates of User Select the user or user group in the drop down list Please select a template of the selected user Select in the drop down list The templates displayed are owned by the user selected in the above field Click Next 288 Opportunity and Project Management GoldMine User Guide 6 At the Overview dialog box completed as needed e Manager Select the owning user or user group in the drop down list e Code Type or select a code from the F2 Lookup list e Stage Type or select from the F2 Lookup list the stage the project begins at e Source Type or select from the F2 Lookup list e Start Date Type or select from the F2 graphical calendar e Close Date Type or select from the F2 graphical calendar 7 Click Nex
87. 317 0 Creating a New 1 0 319 an Esistine TENI ccno digecanenamtiadanseeanenavespsaxenua asaoen 321 321 Esna e E n RA AR cist aca ndepaet epee ee eae 323 Wee erie were eer ere ere eter ert eee 324 Creating a Pertormance Report tor a CaSO sirsa ansins ian ae KRS RIRS ERS ants 325 Dati PO TNS alearen a E AE 326 GoldMine User Guide Table of Contents 3 Knowledge Base 327 the knowledge BAGG acs cick ssa tas eae ena pu dereaha ed eueca rand AEA 327 328 Kiowledge Base Wr NG 329 Creating and Editing Knowledge Base Books Folders and Topics To create Knowledge Base books folders and topics ssesssssessesereessreessseesrsrssrrresereesee 0 Adding HTML Text to Knowledge Base 10 kinri ie e 330 To add HTML text to a Knowledge Base 100160 330 Knowledge Base Topit Text Local Meni 330 Adding Attachments to Knowledge Base Documents ssssessssesrssereerereererrerrsesresrsrerersreersre J To add an attachment to a Knowledge Base document 31 Glossary 333 Index 349 14 Table of Contents GoldMine User Guide Welcome to GoldMine Premium Edition Overview GoldMine is a powerful tool designed to automate and manage your day to day business activities Maintain business relationships manage time establish and achieve goals more easily than ever before with new features and enhancements in GoldMine Premium Edition G
88. 8 5 Administration Guide For more information on Occasions and Free Busy see Accessing Your Calendar on page 172 90 Contact Management GoldMine User Guide About the Relationships Tab The GoldMine Relationships tab graphically displays organizational relationships and contact information in a relationship tree structure By default it appears as the first tab in the contact record tabs Navigate the Relationships tab using its local menu or toolbar Use the Relationships Tab to Create Relationships Sections and Contacts Set read and update access on relationships sections and contacts Activate groups based on the Relationships hierarchy Copy data to a group of contacts based on the Relationship Creating Relationships Relationships are linked to the specified contact record The relationship s name is taken from the Company field of the selected contact record Create up to 5 subsidiary levels under each organization and link contacts to any section Use the following procedure to create a relationship 1 Atthe Relationships Tab right click and select Create a new Relationship if the pane is empty or Look Up a Relationship The New Relationship Tree Options dialog box appears New Relationship Tree Options You may either look up another contact or use the current contact and company on which to begin building Relationship Tree Look up another contact and create Relationship Tree Create
89. A Memo filter allows combining multiple search parameters into a single filter It is helpful when you have to run the same query many times It also can reduce the length of a query by substituting one word for many A Memo filter saves a particular search and is helpful when you have to run the same query many times It also reduced the length of a query by allowing you to substitute one word for many words The Memo filter name always begins with the exclamation sign The search parameters are entered in the expression field GoldMine User Guide ContactManagement 125 Example You often perform these queries lt Art Bar gt calls emails word1 lt Art Bar gt calls emails word2 So you create a memo filter called Artact for the expression lt Art Bar gt calls emails Artact word 1 Artact word2 Configuring the Contact Search Center Configure the tab using the Lookup tab in User Options For more information see Setting Options for the Lookup Tab on page 51 Using Filters Queries and Groups About Filters and Groups To create a subset for longer term use build a filter or group Both options create subsets based on selected criteria but differ in how they handle these subsets Filters GoldMine s filters are based on Boolean expressions logical statements that have 2 possible outcomes true or false When activating a filter the entire database evaluates based on the Boolean expression Th
90. Cancel GoldMine User Guide Service Center 315 2 In the Notes field enter information about the resolution of the case e To notify the selected user of the resolution via e mail make sure the E mail Notification checkbox is checked and type your message into the Message box provided 3 When finished click Resolve or select Cancel to exit the dialog without resolving the case Creating a Performance Report for a Case Use this procedure to filter performance data by user and create reports 1 At the Service Center window at the toolbar click Analyze The Case Management Analysis dialog box opens Case Management Analysis For User s Ts View From 6 9 2008 to 6 9 2008 v User Assigned Escalated Abandoned Resolved On Time 2 At the For User s drop down box select which user s to include in the report by selecting check boxes in the drop down menu 3 Choose a date range for the report in the View From and to fields 316 Serice Center GoldMine User Guide 4 Sort the resulting data by any of the six columns e User e 7 Assigned The number of active cases currently assigned to this user e Escalated The number of active cases escalated to this user 7 Abandoned The number of cases changed to Abandoned status by this user e Resolved The number of cases changed to Resolved status by this user 9 On Time The percentage of cases resolved before deadline by this user
91. Click the Move the e mail to this contact remove from contact XX XX radio button to keep the email address and remove from the original contact Adding Contacts To an Existing Company 82 You can create a new contact and add it to an existing company These contacts will appear on the Relationship tab 1 At the Contact list view double click on a contact The Detail view for the contact opens Click on the Relationship tab and then click Add Contact The Add Relationship dialog box opens The company attached to the contact is the default in the Company field To search for another company click the Search button The Search Center opens and you can select the company you want 4 Atthe Contact field click the down arrow to select the new contact At the Relation field click the down arrow to select the relationship of the new contact to the company To create a new relation click the down arrow then select Add New and then type in the new relation Click one of the following e Save and New The new relationship appears in tree form on the Relationship tab e Save and Close The new relationship appears in tree form on the Relationship tab and then closes the Add Relationship dialog box e Cancel Cancel the relationship Contact Management GoldMine User Guide Editing Contact Records You can update contact records with new information or changes 1 Position the mouse cursor inside the field and click
92. Codes into your lookup table Use the following procedure to import postal codes into GoldMine using the Postal Codes wizard 1 2 Select Tools gt gt Quick Start Wizard At the GoldMine QuickStart Wizard dialog box click the Key Fields Wizard button The Postal Code Import dialog box opens QuickStart Wizard Postal Code Import Imports United States Postal Code Information into GoldMine 2 Clicking the Finish button will import over 42000 United States Postal Codes into your Lookup table Importing may take some time to finish depending on your environment 4 Click Finish to import all United States Postal Codes into your lookup table The import process may take considerable time depending on your environment GoldMine User Guide QuickStart Wizard 67 Using the Data Import QuickStart Wizard Import data from other contact management applications into GoldMine eliminating data entry Incorporate new data into GoldMine and begin using it 0 NOTE This wizard is available for users with Master Rights only 1 Select Tools gt gt Quick Start Wizard 2 At the GoldMine QuickStart Wizard dialog box click the Data Import Wizard button The Welcome screen of the Data Import Wizard dialog box opens QuickStart Wizard Import Contacts Select map and import contact data from supported database sources Welcome to the Data Importing section of GoldMine s QuickStart Wizard T
93. DDE fields link contact information to the document merging to one or more contacts with the template produces a printable document There are two ways to create templates e With GoldMine Plus installed e Without GoldMine Plus installed In both cases you can create new templates The most common options for creating a document are using WordPad and Microsoft Word with GoldMine Plus for Microsoft Office installed in Microsoft Word you must specify only one formatting system otherwise the formatting will be ignored in the resulting field set It is recommended instead that you use IIF inline if or a ternary operation statement to accomplish your formatting goals Please see Microsoft Word documentation for more information on HF statements 0 NOTE When manually editing or creating a GoldMine field link GoldMine User Guide Contact Communication 195 To Create a Document Template 1 Select Go To gt gt Document Templates 2 At the Document Management Center select the User from the drop down list aa ao Documents User USER user v 12 ay SS Shs Sy Document Templates GE Refaults Letter Blank Letter E Memo Sample Blank Memo B Fax Fax Cover Sheet E Letters Memos and Faxes BE Spreadsheets Envelopes Labels 4 E mail Templates S F Defaults New Messages none 3 Replies none 1 Forwarded Messages none 3 Right click on Document Templates and selec
94. Duration Select a Duration increment of Min minutes or Hr hours in the right hand drop down list then type or select the time in the left hand box using the up and down arrows Alarm Select Alarm to enable notification before the time of the activity The time the alarm sounds defaults to 10 minutes before the activity Use the F2 Lookup graphical clock and calendar to set the alarm s time and date 8 In the Actions area select e Notify via E mail Sends an e mail message to the user or users the activity is scheduled for or when the scheduled activity is changed e Auto generate RSVP Notifies you when the assigned user or users complete the activity e Send a request with the activity to Sends an e mail notice of the activity to the contacts users or both 9 Click Schedule to save and close the dialog box 146 Activities GoldMine User Guide Scheduling Activities to Users Select the Users tab allows delegate the scheduled activity to selected users or user groups Use the following procedure to schedule an activity to users 1 With the contact for which you want to schedule the activity open select Schedule Select one of the Schedule options The Schedule lt an activity gt dialog box opens 2 Click the Users tab 3 To change the Primary User select a user in the drop down list 4 To select more users highlight the user in the User List box and click Select The user name displays in the Selected U
95. File to Saves the selected message directly to a filed folder or subfolder Actions Opens the list of actions such as E mail Message and so on Edit the Email Toolbar The Edit E mail Toolbar is present when the Edit E mail window is active It contains buttons and menus useful when creating and editing email messages see 04 0 4 9 Symbol Description Send the selected message immediately Queue the selected message in the Outbox mc Select from the drop down menu Save as Draft Save the selected message to the Drafts folder and close Save as Draft Save the selected message to the Drafts folder and leave open for editing Continue Editing 0 Browse for files to attach to the selected message Sign with Digital ID 5 Do Not Encrypt Send messages without encryption Encrypt Using Send messages with GoldMine encryption GoldMine Encrypt Using Send messages encrypted with Digital ID Digital ID GoldMine User Guide Contact Communication 211 Symbol Description 1 Spell check selected message Save the selected message as an HTML or text file Print the selected message Cut selection Copy selection py Paste selection Local Menus Use the E mail Center local menu also called a shortcut menu to access commands in the selected browse window tab or pane Send All Send All using gt Delete Go to Contact Search
96. Free Busy tab 1 Select Web gt gt Publish Calendar gt gt Publish Free Busy Times 2 At the Free Busy Publishing Settings dialog box review the settings in the text box e To alter the settings click Edit Options The Calendar Options Free Busy tab appears Make changes and click OK 3 Click OK on the Free Busy Publishing Settings dialog box and your schedule publishes to the ifb file specified on the Free Busy tab GoldMine User Guide Calendars 191 192 Calendars GoldMine User Guide Contact Communication About Communicating with Contacts You can use GoldMine to print and fax correspondence send email send pages and distribute literature GoldMine integrates the functionality of your word processor and email software to communicate with contacts and coworkers e Email Send retrieve and manage Internet email Individuals within an organization can use GoldMine email providing the same features as Internet email but not requiring an online connection e Printing and Faxing Correspondence GoldMine works with Microsoft Word to merge contact information from GoldMine into templates generating personalized correspondence GoldMine s Document Management Center provides a central location to access and manage correspondence e Distributing Literature Organizations can manage requests for printed material such as brochures and price lists using GoldMine s Literature Fulfillment Center e Paging Send a pag
97. GoldMine GoldMine User Guide gt gt FrontRange gt 5 0 1 7 4 0 N SF 5675 Gibraltar Drive Pleasanton CA 94588 USA TEL 800 776 7889 Rev 85 03 11 09 www frontrange com Copyrights and Trademarks The following information pertains to copyrights and trademarks of FrontRange its affiliates and other companies FrontRange Copyright Information Copyright 2009 FrontRange Solutions USA Inc All Rights Reserved Window captures and dialog box sample views are the copyright of their respective owners Use of this software and its related user documentation IS subject to the terms and conditions of the applicable End User License Agreement EULA a copy of which is found in the user documentation You must agree to the terms and conditions of the EULA in order to use this software If you do not agree to the terms and conditions of the EULA promptly return the unused software IN ITS UNOPENED CD PACKAGE to the place from which you obtained it for a refund WARNING The software described in this manual and its related user documentation are protected by copyright law In no event shall any part of the related user documentation be copied reproduced distributed transmitted stored in a retrieval system or translated into any language without the express written permission of FrontRange Solutions USA Inc Contact FrontRange Solutions at our Web site www frontrange com FrontRange Trademark Information T
98. LBOX E Mails area INFOMINE Knowledge Base Articles area CASES Cases area CaseAttachment OPMGR Opportunities Projects and Campaigns areas OPMGRFLD CONTHIST History area CONTSUPP Details area FORMS This property page in this case the Advanced tab is available only for users with master rights e Enable Indexing Activate this checkbox to enable Microsoft Full Text Search indexing of the selected tables To unselect a table click on the checkbox next to it and the checkmark will disappear To reselect click on the checkbox again automatically selected To unselect an area click on the checkbox next to it and the checkmark will disappear To reselect click on the checkbox again 0 NOTE When you enable indexing all the areas are 122 Contact Management GoldMine User Guide Format of Queries and Results of Searches The following search query formats are supported in Universal Search and intended for advanced users General Format The following format is supported lt For whom gt From where wps search criteria Where lt For whom gt is the contact s for which you want to find information from where wps is a Universal Search filter other than a Contacts area filter from where you want to search Search criteria is any word s you want to use in the search You do not need to complete all parts of this query For example if you comple
99. PECT TO INFRINGEMENT CLAIMS Liability Limits THE LICENSED SOFTWARE IS NOT DESIGNED OR INTENDED FOR USE IN ANY MEDICAL OR NUCLEAR SYSTEMS OR FOR ANY OTHER MISSION CRITICAL APPLICATION IN WHICH THE FAILURE OF THE LICENSED SOFTWARE COULD CAUSE SUBSTANTIAL PROPERTY DAMAGE PERSONAL INJURY OR DEATH FRONTRANGE DISCLAIMS ANY LIABILITY FOR USE OF THE LICENSED SOFTWARE IN ANY SUCH APPLICATION S TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW AND EXCEPT FOR LIABILITY ARISING UNDER THE INDEMNIFICATION PROVIDED IN SECTION 7 ABOVE FRONTRANGE AND ITS THIRD PARTY LICENSORS ENTIRE LIABILITY UNDER THIS EULA WILL BE LIMITED TO THE AMOUNT PAID BY YOU TO FRONTRANGE FOR THE LICENSED SOFTWARE IN NO EVENT WILL FRONTRANGE OR ITS THIRD PARTY LICENSORS BE LIABLE FOR INDIRECT SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE LICENSED SOFTWARE including without limitations damages for lost profits loss or corruption of data costs of procurement of substitute 10 11 12 End User License Agreement EULA 338 technology or services even if advised of the possibility of such damages The parties agree that the limitations and exclusions of liability and disclaimers specified in this EULA will survive and apply even if the limited remedies are found to have failed of their essential purpose Legal Compliance You must comply with all applicable laws and regulations in Your use of the Licensed Software i
100. User Guide Replying to an Activity Use the following procedure to determine how activity information is recorded when replying to a user s email 1 At the Pending tab right click on a listed activity and select Reply The Reply to an activity dialog box opens Reply to an activity The activity you are replying to can be filed deleted or retained in the In box File in history Delete the activity Retain in In Box C Cary over notes 2 Select one of the following radio buttons e File in history This button deletes the activity and creates a record of the outgoing email message on the current tab It creates a history record of the activity and adds a record of the outgoing email message on the History tab e Delete the activity This button deletes the activity from the current tab and creates a record of the outgoing email message on the current tab and the History tab e Retain in the In Box This button leaves the activity on the current tab and creates a record of the outgoing email message on the History tab Select Carry over notes to keep notes with the activity record 3 Click Reply The Edit E mail window opens with the message addressed to the GoldMine user who created the activity 4 Edit the message as needed and then click Send GoldMine User Guide Contact Communication 219 Spell Checking Email Use the E mail Center to check the spelling in the message improve professional present
101. Word is used as an example 1 2 Select Go To gt gt Document Templates At the Document Management Center select a user at the User dropdown box select a user Right click on a template name and select Properties The Document Template Properties dialog box appears Click Edit The document opens in the application used to create it Use your Word functionality to add delete or edit the text To add GoldMine fields to the document at the Word document select GoldMine gt gt Insert GoldMine Field At the Insert GoldMine Field dialog box select the field or field macro from the drop down list Contact is an example of the field macro format To save the edited template to the same file select GoldMine gt gt Update GoldMine Form To save the edited template as a new template select GoldMine gt gt Save as GoldMine Form At the Title field type in a new title and then click OK Contact Communication GoldMine User Guide Faxing Correspondence You can fax correspondence from GoldMine if you install one of these applications e Symantec WinFax PRO 7 01 or later Check the version of WinFax PRO by selecting the WinFax main menu command Help gt gt About To use Symantec WinFax PRO you must have Microsoft Word version 7 0 or later installed with the WinFax PRO printer driver e RightFax a network faxing system To use RightFax you must install a printer driver in Windows named RightFax configured to print to the
102. able Tab goes to the next field and make this field also editable 34 Getting Started GoldMine User Guide e Moving around editable fields in Case detail view Use Tab or Arrows Tab should not be used to cycle between the tabs for example go from the Pending tab to the History tab Moving in the Context pane Use Tab Arrows Use Tab to move focus in or out of this area Then use arrows to move up or down or side to side in the panel Moving in the Navigation panel Use Tab or Arrows Moving around the top level toolbars excluding Menu bar Use Tab Moving in the Menu Bar Use Alt Scrolling between contact record tabs Pending History and so on Use Ctrl About Customizing Toolbars GoldMine allows you to create custom toolbars You can also add remove rearrange or rename buttons on existing toolbars Editing Toolbar Options The Global toolbar appears below the main toolbar You can customize this toolbar by adding removing or rearranging the buttons that appear on it You can also create additional toolbars Use the following procedure to create a custom toolbar 1 Right click in the empty space by the toolbar and from the pop up menu select Customize Click New and type the name of the new toolbar in the New Toolbar pop up box The new toolbar name appears in the Customize dialog box If you cannot find your new toolbar right away right click in the empty space by the toolbar to bring up the popup menu
103. access the local menu For more information on server agents see the GoldMine 8 5 Administrators Guide Queued Documents Local Menu e Refresh Refresh the Literature List e Refresh All Refresh everything in the left pane GoldMine User Guide Contact Communication 237 Printed Documents Documents and literature requests you fulfilled Right click Printed Documents to access the local menu e Refresh Refresh the Literature List e Refresh All Refresh everything in the left pane e Expand Expand the date options e Purge All Delete all information from the Printed Documents list Adding Documents to the Literature Fulfillment Center Use the following procedure to add an existing publication or file to the Literature List 1 Select Go To gt gt Literature 2 At the Literature Fulfillment Center highlight Literature List in the left pane and right click and select New from the local menu The Literature dialog box opens Literature EA To update the Literature list with available sales and aa marketing materials please select from the options below to create the new item Output To vl Type Description 3 In the Output To drop down list you can select one of the following e Stock Literature that is printed and available as shelved stock e Printer Literature that is to be printed from a file e FAX Literature that is to be sent via fax 4 Inthe Type field type or select the literature type
104. acement word for the questionable word Each time you press the Suggest button a deeper search is made When the spell checker exhausts all possibilities the Suggest button is disabled 220 Contact Communication GoldMine User Guide 3 To edit a questionable word type a revised version of the word in the Not in Dictionary text box Ignore changes to Undo edit Clicking Undo edit returns the edited word to the original form Use the Check Spelling dialog box to change the Options and Dictionaries 5 Select Undo if you made changes to a document with Ignore or Change and wish to undo the changes The Undo button takes you back one word at a time 6 Click Cancel to stop the spell checker and close the window Creating Dictionaries Use the GoldMine spell checker to configure and customize the dictionary for each user Add words import files and change the action on individual words Use the following procedure to create dictionaries 1 Select Tools gt gt Options and select the Speller tab 2 Click Setup Dictionaries Dictionaries Words Other word Front ange GoldMine Add Word SSCE Wintertree Delete Word Action Ignore skip Files Add File USER thx New File 3 At the Dictionaries dialog box select from the following options as needed Language American English GoldMine User Guide Contact Communication 221 The Words text box lets you add a word or edit the hi
105. ach Oneto 7 16 2007 10 3 2 12 2007 0 Common Contact Set 112 Contact Management GoldMine User Guide A grid showing the search results displays with the following field labels Tag You can tag that is check a result and then by clicking on the small down arrow next to the column title select a filter criteria for example True to show only the tagged records More important you can tag records in the search results to activate them as a contact filter Rank The row ranking of the record The lower the number the more likely the information you are searching for exists in this record Contact The name of the contact Company The name of the company name Found In The location of the search results It may be in several places such as the Contact tab or the Notes tab History tab and so on Title Depends on the result in the Found In column For example if the result is Contact the title is the contact s title if the result is an email the title is subject of the email if the result is Knowledge Base the title of the topic and so on Created The date the result contact activity email and so on was created Modified The date the result contact activity email and so on was modified Created By The person who created the result Documents Shows how a search result is linked to GoldMine For example a file added to a contact record as a Links record If the file is part of the search result the Linked t
106. acing arrow to launch the Contact Search Center and search for a new contact 154 Activities Gold Mine User Guide 4 At the Cover Letter drop down list select a cover letter The user name displayed in the User field determines the templates displayed in the Cover Letter text box Select public to see all the templates with an owner of public If you do not need a cover sheet for your request skip this step NOTE The Cover Letter and User fields are linked to the Document Management Center 5 At the Literature List drop down list select the literature type The items included in the list display in the text window below the Literature List 6 To schedule the literature request to a particular user select the user in the Assigned to drop down list The request appears on the assigned user s calendar 7 At the Code field select the code in the F2 Lookup list to categorize the request The activity code can be used to analyze specific completed activities 8 At the Send Date field select a send date using the F2 Lookup graphical calendar 9 Select the Alarm for GoldMine checkbox to alert the assigned user of the activity before the scheduled time 10 Select the RSVP checkbox to be notified when the assigned user completes the activity 11 At the Special Instructions field type any instructions to the assigned user 12 At the Opportunity Project field select an opportunity project o associate th
107. act files The tables storing a database s contact information Also referred to as Common files The CommonDir line in the GM ini points to the default contact files Contact record Standard unit of information in GoldMine GoldMine s contact record incorporates standard information such as name company phone and address and also serves as the basis for all scheduled work in GoldMine acting as the central link between GoldMine s Calendar and History by maintaining all past and pending events related to the individual contact records in the GoldMine database Contact set Database consisting of the contact information Contact1 Contact2 ContSupp ContHist ContGrps ContUdef Conttlog and sometimes Lookup GoldMine allows you to have more than one contact set Contact tabs Set of tabs located below the main Contact Record containing information associated with the contact including additional contacts pending and history information Contacts tab Additional contacts associated with the Contact Record Curtaining See Record curtaining Custodian The person responsible for the resource D Database A collection of data fields and related tables storing information that facilitates access and retrieval 326 Glossary GoldMine User Guide Details tab Structured user defined information associated with each Contact Record Dialog field A field created to open a dialog box and prompt the user for parameters t
108. acted When you complete a scheduled activity generated from a campaign GoldMine tracks the activity and records it as completed in the Completed folder A completed campaign activity is also noted in the Contract Record History tab The Campaign Creation Wizard provides a checklist of activities for conducting a campaign Use the Wizard to import data schedule calls perform mail merges and run Automated Processes Click the Configure Web Import button on the toolbar A wizard appears Use it to create the HTML form and the script for Web imports Web import capabilities help you collect contact information from interested visitors directly from your Web site to feed that into marketing campaigns GoldMine User Guide Marketing Tools 293 294 Marketing Tools GoldMine User Guide Campaign Local Menu Access the local menu by right clicking on a campaign in the Campaign Management Center New Campaign Delete Campaign Rename Campaign Clone Campaign New Task gt Assign Contacts Expand Collapse Expand All Refresh e New Campaign Launches Campaign Creation Wizard e Delete Campaign Removes selected campaign e Rename Campaign Renames selected campaign e Clone Campaign Copies selected campaign to a new campaign e New Task Adds new task to selected campaign e Task Properties Modifies selected campaign e Delete Task Removes selected task from the campaign e Complete Task After task is accomplished marks it as co
109. activated a selected filter displays new contact records added to the database if they match the filter s criteria Groups also have optional sort capabilities letting you list member records in the order best fitting your needs 128 Contact Management GoldMine User Guide Group Members Local Menu 1 To access the group members local menu at the Filters and Groups tab right click in the Groups tab gt gt Member area Sort Members Syne Contact View gt Find Output to gt New Delete Edit 2 Select one of the options Sort Members Opens the Sort Group Members dialog box sort group members by clearing all sorting options or sort by field by an expression or a reference expression Sync Contact Displays the selected group member s contact record as the active contact View Changes the display from company to contact or both Find Searches within the group for the specified contact Output to Sends the list of group members to the printer Word Excel or the clipboard New Displays the Group Member Profile dialog box where you add the current contact to the group with the reference you type or select Delete Removes a member from the group Edit Displays the Group Member Profile dialog box so you can change the reference or sort for a member GoldMine User Guide ContactManagement 129 Using the Groups Tab Use the Groups tab to create and activate static groups of contacts
110. activity type to schedule Zoom Opens the activity Zoom dialog box allowing you to view complete or delete an activity Complete Completes the selected activity Reply Opens the Reply to an activity dialog box and then lets you send e mail to the user regarding the activity Options Allows you select Auto Update or Filter Find Opens the Find dialog box allowing you to search for a particular activity record Output to Allows you to select Printer Word Excel Clipboard or iCalendar file for output options Delete Removes the selected activity without creating a history record Edit Opens the Schedule an activity dialog box allowing you the edit the information GoldMine User Guide ContactManagement 97 About the Notes Tab The Notes tab allows you to store free form written information about the contact such as any general contact information that does not fit conveniently into fixed length fields on the contact This tab field can hold several hundred lines of text for each contact a limit of 64 000 characters The actual amounts may be dependant on the free memory in your computer Screen refresh slows as the size of the Notes grows because the entire Notes field must be read from the database each time a contact record is displayed Use manageable segments the History tab or create a linked document Use the following procedure to add edit or delete a note to the Note tab 1 At the Notes tab clic
111. aign 5 Type anew name and then press Enter 298 Marketing Tools GoldMine User Guide Renaming Campaigns Use the following procedure to rename a campaign 1 aS SS Select GoTo gt gt Campaign At the Campaign Management Center window select a campaign Click Rename Campaign The insertion point is positioned in the campaign name in enter mode Type a new name and then press Enter Creating New Campaign Tasks Use the following procedure to create a new campaign task 1 Select GoTo gt gt Campaign At the Campaign Management Center window select a campaign Expand the Open folder and then click New Task Configure the following e Import Data GoldMine provides several ways to import data Select to open the Select Import Data Source dialog box e Mail Merge Merge contact information with templates document envelope or label Select to open the Mail Merge Properties dialog box e E mail Merge Use templates to communicate a promotion to customers using queued Internet e mail Select to open the Mail Merge Properties dialog box appears e Call Schedule outgoing telephone calls to initiate a contact or follow up Select to open the Schedule a Call dialog box Only the Detail tab is available e Automated Processes Use predefined or create new processes See the GoldMine 5 Administrators Guide Add tasks as needed and then click OK GoldMine User Guide Marketing Tools 299 Completin
112. ail Options Depending on the action being performed the following commands are available in the General Toolbar New Message Creates a new message in the Edit E mail window or create a new mail subfolder Re link Unlink Links files to or unlink files from contacts Print Prints the currently selected message Refresh Refreshes the contents of the email list Delete Deletes the currently selected message Stop Stops any current retrieval process Set up Email Rules Sets up email rules Customize E mail Templates Creates and edits email templates in the Document Management Center Set up Distribution Lists Creates and edit Distribution Lists Send Sends the selected message Send All Send all outbox messages Re Send Resends the selected message Re Queue Opens the selected message in the Edit E mail window and add to the queue in the Outbox Reply Opens a reply to the sender using the Edit E mail window Reply to All Opens a reply to the sender and all recipients in the Edit E mail window Forward Forwards the currently selected message to a new recipient Contact Communic ation GoldMine User Guide e Mark as Read Marks currently selected message as read e File Selects a filing method for the selected message from the drop down menu e File it Opens the Complete and E mail dialog boxes e Fast File Files the selected message in your Filed folder and in the linked contact s History tab e
113. all E mail In Received email E mail Out Sent e mail Event Event Form Mail merged correspondence form Lit Fulfilled literature request MsgRtn Returned message Msg Filed Filed message Other Other action To do To do action Code Activity code associated with the completed activity To display the Code column place ShowHistActvCode 1 in the ActvObj section of the username ini Result The result code lets you categorize the outcome of the activity Use it to analyze completed activities Reference Reference information entered when the activity was completed Indicates what action was taken Sent letter Left voice mail If you activate a history filter from the local menu GoldMine places Filter Active in the Reference column title Notes Freeform text about the completed activity Can include all notes added as the activity progressed or information explaining a user s involvement with a contact Field stores up to 32 kb per record with no limit to the number of history records per contact Contact Management GoldMine User Guide About the Summary Tab Displays activity information for the contact and the contact record You cannot change the field settings in the Summary tab The tab contains Comments Displays miscellaneous information of up to 65 characters Scroll to display entire contents Prev Result Displays reference information entered for the last calendar activity for this contact Automaticall
114. alog box the Monthly selection from the Advanced Recurrence dialog box overrides the Daily selection in Recurring tab e GoldMine and Microsoft Outlook do not recognize recurring activities when created in the other application For example if a user schedules a recurring activity in Outlook then synchronizes to GoldMine GoldMine creates each activity but does not link them as instances of a series e IfaGoldMine user changes or deletes one instance of the series GoldMine does not prompt the user to change all members of the recurring activity The same response occurs in Outlook for recurring activities originally scheduled in GoldMine GoldMine User Guide Activities 149 150 To schedule a recurring activity 1 2 In the Schedule lt an activity gt dialog box click the Recurring tab In the Date Span area select e Start Date First date to schedule the recurring activity When the recurring activity is weekly or biweekly the day of the week this date falls on is the day of the week all subsequent activities fall on e End Date Last date to schedule a recurring activity GoldMine only schedules an activity on this date if it falls on the correct day as determined by the schedule frequency GoldMine does not schedule activities after this date In the Fixed Frequency area select how often the activity is scheduled including Common frequencies from Daily to Yearly e Every x days Manually sets the numbe
115. application When scheduling an activity you can select the Alarm option Configure alarm settings by completing the User Preferences gt gt Alarm tab to pop up a window or post the alarm on the taskbar For the procedure to set GoldAlarm see Setting Options for the Alarms Tab on page 50 e Place GoldAlarm icon on my desktop Lets you run the GoldAlarm exe The GoldAlarm monitors alarmed activities and notifies you even when GoldMine is closed e Run GoldAlarm when Windows starts Runs the GoldAlarm exe when Windows starts When GoldAlarm is running you see a taskbar notice if an activity is due and a GoldMine icon in the System Tray GoldMine Alarm 2 Pine Sie bua 5 10PM About the Activity List The Activity List displays activities related to a GoldMine user Use it to view and modify your own activities and view and modify scheduled activities completed activities and e mail for other GoldMine users The Activity List contains two sections the Toolbar and the Main Window To open the Activities list select Go To gt gt Activities or click the Activities button in the Navigation Pane The Activity List appears Browse the Activity List using the browser in the Navigation Pane View Window Folders include Open Activities Closed Activities and E mail Occasion and Holiday scheduling windows are also included Browse to the desired activity type mailbox or scheduling window to populate the table in the main win
116. archical tree structure with branches that correspond to years months and days e Peg Board Login status and activity of individual users and system availability Using the Peg Board The Peg Board displays the login status and activity of individual users For the users the Peg Board tracks the login and logout times total logged time and keyboard and mouse click activity 1 Select Go To gt gt Calendar Your Calendar appears 2 Click the Peg Board tab 3 Use the local menu to manage the activities Right click and select one local menu option On the Peg Board the tacks indicate whether a user is currently logged in green logged away yellow or logged out red 4 To post your Whereabouts for others right click and select Log Away In the My whereabouts text box type or select your whereabouts 5 In User Inactivity area blue bars indicate the length of time a user is inactive based on the absence of mouse clicks or keystrokes The Peg Board displays a column indicating when user s systems perform various actions e The gear symbol indicates the user is performing batch processing such as globally replacing fields or synchronizing e The bell symbol indicates the user logged away but is still logged into GoldMine e The question mark indicates the user terminated without logout 6 Users with Master Rights can force all users to exit GoldMine to perform maintenance on the system The forced logout grants users a
117. astsicncansocetanes nnie anak a SPR EERE RENEE 171 View Scheduled ZOON aiucce eae satanineeteoeuenmeteneneieians IZ eisanne saat aqaieda ides pas E abana ed snanes 3 Calendars 175 175 7 8 eaen I tall YET erer A T tami tipueea omemsininess 175 PROCS eI Your Ma OMOGT endaren E A Eia AN 176 EE gee eee te ere E A rene ete er E E en Sree ee 177 ER mendap een 178 Using the Darby WORD Ea GT nnna oscurealssans oiucceea teramideaoaaian aemete ao eeaenESE 179 Usine the Nony 00 aV 180 ere eet eer ener crete 181 Dene iie realy pm iR 182 Using the Pionner C alenda oinn R A 183 Pang the A E 184 Deme tie Pee the Task Listin the 1 10 nnrir a cotmeinedeawinrncdeceeaeis 185 GoldMine User Guide Table of Contents 9 pene ere ese nT Oem A 186 1010 Oreasions anit aeesdeantetabneartensennane ne 186 1000000000 of pelete OU EOC SII e cosa can imemean A TR 188 About sharma Pree Busy TINE piniis inira iaie oP aera sesame N 189 EA 189 Shared Free Busy TIMES 190 2 scheduling Based on Freg Busy THINES Distributing Your Free Busy URL to 0100 psss sinen 191 POS LENIN FUG Buey UA EEDA EA Aa R Epe 191 gure Pee N N 19 About Scheduling from Meeting REGuests 194 een ROUNE ats 5 s1 jc oncsttasnegnnceo me eaceatas
118. at the owner and filter name fields are not activated because this search includes the active contact Active filter This search is limited to contacts returned by the currently active contact filter Contact Filter Searches within a contact filter Contact Group Searches within a contact filter If there are no active filters the owner and name fields are not activated they are grayed out If there are no active groups the owner and filter name fields are not activated they are grayed out If there are active groups at the Group owner field select the group owner At the Group filter name field select the name of the filter Search Filter Searches within contact filters create for Universal Search 5 At the Filter owner field select the group owner At the Filter name field select the name of the filter 0 NOTE You can save Universal Searches by tagging a record then right click and select Save As GoldMine User Guide ContactManagement 115 Setting Universal Search Options Set up your search options according to your needs GoldMine Premium Edition allows you to create filter expressions in an operation such as performing a global replace based on a filter 1 Navigate to GoTo gt gt Search gt gt Universal Search and click the Advanced checkbox 2 Click Options The Properties dialog box opens Properties Dialog General Documents Grid Search Filters Advanced Use Univ
119. ate method to filters of maintaining a subset of data H History tab Completed activities associated with the Contact Record HTML HyperText Markup Language The authoring language used to define the structure and layout of a Web document by using a variety of tags and attributes Hyperlink An element in an electronic document that links to another place in the same document or to an entirely different document Click on the hyperlink to follow the link IIS Internet Information Services InfoCenter A resource used to maintain and display any type of information useful to an organization or an individual The InfoCenter can archive information in a variety of formats such as graphics multimedia files and program applications Any of this information can be linked to a Contact Record Installing locally Installing GoldMine exes and dlls on a local workstation in a network environment 328 Glossary GoldMine User Guide Instant sync Automatically reminds undocked users to synchronize whenever a connection GoldSync is detected Internet e mail E mail message to customers using you POP3 e mail account K Keyboard shortcuts See Shortcut keys Keyword One or more words that succinctly describe a document s contents KnowledgeBase Information created by for and about an organization and available to multiple users L Linked activities Scheduled activities linked to a contact record Links tab Docu
120. ation and customize the spell checker Open the User Options gt gt Spell tab dialog box for basic customization for more information see Setting Options for the Speller Tab on page 72 You can customize the speller as you work adding words and creating individual or company dictionaries For more information see Creating Dictionaries on page 221 Use the following procedure to spell check an email 1 After creating your email click Check Spelling button on the E mail Center toolbar The Check Spelling dialog box opens The questionable word appears in the Not in Dictionary field Suggestions are listed in the Suggestions list The words displayed are based on the options selected on the Speller tab 2 Select an option Ignore Skips this occurrence of the questionable word if the word comes up again it will be tagged and displayed Ignore All Skips this and all subsequent occurrences of the word in this document Add The word is added to the dictionary displayed in the Add words to text box Change Replaces the questionable word with the one highlighted in the Suggestions list or if the word is edited the edited word is used as the replacement Change All Changes this and all subsequent occurrences of the word in the document The selected word in the Suggestions list is used unless the word is edited in which case the edited word is used Suggest Searches more thoroughly for a suggested repl
121. ation and the time and date of your expected return using the following procedure Use the following procedure to log away from GoldMine 1 Select File gt gt Log Away The I m away from my desk dialog box Peg Board opens 48 Getting Started GoldMine User Guide I m away from my desk You can post information in the Peg Board about your planned location and expected time of return You can then either minimize or quit GoldMine My whereabouts O tlunch Onbreak On the road Gone home I ll be back at gt O5min Oth O Tomorrow r O10min O2hrs On Monda y 8 15 2008 gt O15min O3hs O3min O 4hrs 2 Inthe My Whereabouts field do one of the following e Type where you have gone in the text box e Right click in the field and select an item from the F2 Lookup list e Select one of the radio button options below the text box to select e At lunch e On break e On the road e Gone home 3 In the I ll be back at area select the time you will return from the drop down list or select a time period using the radio buttons to the right Select the day for the day options Tomorrow or On Monday or select the date from the F2 graphical calendar on the second text box 4 Select an option e Logout This option posts the time of logout in the Peg Board e Wait for me This option minimizes GoldMine Although you are not logged out of GoldMine you are prompted for your password to restore the display Af
122. ational relationships in a tree structure P Packing The process of actually deleting records that were marked for deletion This process is only necessary for a dBASE database Periodically packing the database files removes the dead space between records Activities scheduled for the Contact Record Personal Base Information useful to an individual user that only the logged in user can view and update Primary contact The name of the contact on the Contact record Primary fields views Primary field views are customized views of the primary fields Primary fields are those in the upper four panes of a Contact Record and are Contact1 fields Project Involves a group working as a team to complete a long term project that involves multiple component tasks Projects tab Displays the Projects associated with the Contact Record R Rebuilding Creates a new file structure or table and copies data record by record from the old files tables to the new ones Record curtaining A Contact record can be curtained so that a user who does not own the record cannot view the record or can view only part of the record Record types Customized combination of primary fields views custom screens and GM Views Configured in the Record Types Administration Center Record Types Administration Center Allows you to create many Record Types based on combinations of your different Primary Field Views Custom Screens and
123. ator 6 If necessary change the displayed columns For more information on displayed columns see Browser Column Selection on page 110 Change the width of a column to optimize the display Change the size of a column using typical Microsoft Windows mouse functions on the border of the column at the heading level For more information see the Microsoft Windows documentation GoldMine User Guide ContactManagement 107 7 To expand your boolean search click Add at the far right of the Search by menu A new menu appears beneath the previous menu preceded by an AND OR option e Select AND to create a search that returns records matching all of the criteria e Select OR to create a search that returns records matching any of the criteria Examples Records matching all criteria are returned Search by Contact primary Mi Begins with Mj ANDY Ciy Y Equal lt Records matching any criteria are returned Search by City Equal to v State Y Equal lt J00 8 Right click in the browse columns to access other functions The browser columns local menu appears Schedule an activity by working with the Center and the GoldMine Calendar Select a contact to be scheduled and drag it to the open Calendar When you release the mouse button GoldMine displays the Schedule an Activity window Use it to schedule an appointment or other activity for the selected
124. atus bar display options Also open new contact record windows Help Access GoldMine online help the GoldMine Web site NetUpdate and important system information in About GoldMine Work Area The screen s center is the work area The GoldMine work area displays active windows including any open contact records the Calendar the Activity List the Email Center Opportunities Projects Campaigns the Service Center Leads the Knowledge Base and the Contact Search Center The work area also displays dialog boxes tools and wizards The following graphic shows a couple of the work area windows p Lauren Hall g Company FrontRange Solutions Inc Phone1 800 786 7889 NameLauren Hall Phone2 800 709 3562 Dept Sak a aa EN Contact Search Center Source Interne ag a 5 a Address 150K Lookup Name primary that z feu 1 PM 22 PM R R 0 GoldMine User Guide Getting Started 25 Activity Window The Activity List Main Window contains three panes ae 3 The first panel is the Folder panel and it lists the current activities folders This list includes Open Activities Closed Activities and Email activity Open each folder by clicking on the plus sign The selection you choose appears in the Activity list panel The second panel is the Activities list panel and it displays the activities which may b
125. ave not 0 NOTE As the user you or your administrator define the created any values no values will appear 5 Click on the Pending tab and complete the dialog box as needed For more information on the Pending tab see Scheduling Activities on page 143 6 Click on the Notes tab and then click Add Notes Type any notes you have in the workspace as needed and then click the Save icon in the top left side of the Notes workspace 7 Click on the Team tab and complete the team information as needed To adda team member click Add At the Add Member dialog box select a user from the drop down box and type in the user s role in the Role field e To edit a team member either double click on the team member or click on the team member and click Edit and then make the changes e To delete 8 team member click on the team member and then click Delete 8 Click on the Task tab and complete the tasks properties as needed e To adda team member click Add and complete the New Task dialog box e To edit a task double click on the task or select the task and click Edit e To mark a task Complete click Complete and at the Complete Task gt gt Options section select or type 100 in the completed field e To print a task select the task and click Print gt gt Print e To delete a task select the task and click Delete GoldMine User Guide Service Center 309 9 Click on the Attachments tab and add attachments as ne
126. box Create a new contact Open the New Company and Contact dialog box In the Reference field type a reference line or select an entry from the F2 Lookup list In the Notes field type related notes Enhanced text options such as bold italics underline font color and spell checker are allowed To change settings in the GM ini file to display all activity Notes as simple text rather than HTML in the GoldMine section type HTML_Cal_Notes 0 to disable the HTML Notes or contact your system administrator In the Options area configure Activity Changes the type of activity to schedule without restarting the process e Code Identifies the activity from the F2 Lookup list e Opportunity Project Specifies the opportunity or project Click New to create one e Color Specifies the activity color e Mark as Private Makes the activity readable only by the creating user It is marked Private in the contact s Pending tab Link to selected contact Maintains the connection between the activity and the contact Clearing this option removes the contact s name from the contact text box and does not link to any contact GoldMine User Guide Activities 145 6 In the Primary User area select the user or user group to assign the activity to in the drop down list 7 In the Time area configure e Date Date of the activity using the F2 graphical calendar Time Time the activity starts using the F2 graphical clock e
127. ccept Accepts the meeting date and time and creates the activity in your calendar Displays the Meeting Request Reply dialog box Tentative Tentatively accepts the date and time Displays the Meeting Request Reply dialog box Decline Declines the meeting Displays the Meeting Request Reply dialog box GoldMine User Guide Calendars 189 When the Meeting Request Reply dialog box appears select Send reply Edit reply before sending or Don t send reply Propose new time Sends a counter proposal to the meeting organizer Displays the activity editing dialog box where you change the date and time of the meeting then send an updated Meeting Request to the contact View Calendar Displays your calendar for the date of the received meeting notice so you can check your schedule before accepting If you accept the new activity appears in your Calendar GoldMine updates according to the option selected Sharing Calendar Information GoldMine enables several calendaring options including sharing your free busy times or publishing your entire calendar as well as accessing a contact s shared calendar 0 NOTE Users with limited access to others user calendars may not see other users forecasts Use the following procedure to share GoldMine User calendars 1 To publish your calendar as ics and htm select Tools gt gt Options Select the Calendar tab then click More Options and select the Publishing Tab To au
128. ch Center e Double click on a field such as Company or Contact e Right click on a field and select Lookup lt field name gt e Click Search in the Global Toolbar ssl e Type search criteria in the search field at the top of the Navigation Pane and click Go The Contact Search Center opens with the selected field in the Lookup text box The default search tool uses filter expression operators and boolean operators and can be expanded to include many criteria An optional SQL Query Editor can be used simultaneously For more information on filter expressions see Using Filters Queries and Groups on page 126 or contact your administrator 3 At the Search by drop down list select from the following criteria e Primary Search Criteria The most commonly used search criteria is at the top of the pull down menu e Contact primary Searches the primary contacts based on the search criteria 104 Contact Management GoldMine User Guide e Name additional Searches for additional contacts based on the search criteria e E mail Searches for e mail addresses based on the search criteria e Details Opens the Lookup a contact based on a detail dialog e Additional Search Criteria The following shows the additional search criteria you can select 4 Type ALT 0 to select Additional Contacts Acct Mar City Company Country Industry Pg Contact 1 Fields Indexed as Open Phone 1 Postal Code Record Type
129. cord is created It contains such basic information as name address and telephone information about a person or company you keep in contact with The record s many fields record pertinent and updated information always making the newest information available to GoldMine users working with the contact The default view for contact records is the Contact List view Double click on a contact to open that contact record The contact record has two basic sections e Upper section Contains standard contact information such as name address and telephone numbers and five user definable fields This part of the screen is the primary contact information because it displays the company s name and the name of the company s primary contact It is common to complete the rest of the contact record with information related to the primary contact of that company e Lower part Organizes secondary information such as Relationships notes pending activities and history records into Contact tabs storing information linked to the contact record For contact tab information see About the Relationships Tab on page 91 GoldMine User Guide Contact Management 73 Each record also has a set of associated customizable properties e Record related Settings Phone number format record ownership and alerts For more information see About the Relationships Tab on page 9 e Contact Details Occasions free busy and digital IDs For more inf
130. cords with the Delete Wizard 1 Select Tools gt gt Data Management gt gt Delete Records The Delete Wizard opens Delete Wizard Welcome to the Delete Wizard This delete wizard will help you remove unwanted contact records and or outdated history from your database easily and accurately To begin please select one of the following options Delete old history records Delete ALL filtered contact records 2 Select one delete option and then click Next e Delete old history record Purges old history data from the contact database Delete all history records from the contact database or activate a filter or group then use this option to delete history records from the subset of records significantly reduce the amount of disk space used by 0 NOTE Removing old history records periodically can contact sets Delete ALL filtered contact records Deletes a subset of records from the contact database based on a filter or group GoldMine User Guide ContactManagement 87 Delete Wizard You may specify which contacts and or associated contact data will be removed during this deletion process Please select from the following predefined filters groups in order to control which records GoldMine will permanently remove from your data ase ALL Contact Records 3 Specify the records you want to delete by clicking the down arrow and selecting a group or filter The default is Al
131. ction or for the corresponding detail section Sort order The order that Contact records are displayed based on a specified field The sort order for the database is determined by the Sort Order you select in the Contact Listing window If a filter or group is active the Sort Field you selected takes precedence Sorting Orders the records in the files tables by the most used indexes Summary tab Displays activity information about the current Contact Record GoldMine User Guide Glossary 1 Synchronization GoldMine s remote synchronization is a process that can update one GoldMine system with new or changed information that has been entered in another GoldMine system SyncStamp Contains the time and date when the record was last successfully retrieved during synchronization SysDir Used in the GM ini it specifies the location of gmw6 exe T Task group A group of task items on the GoldMine Taskbar Task item An item on a taskbar that launches an action Taskbar Frequently used GoldMine Menu commands and macros links to documents and files and a quick step for launching applications and web sites Tickets tab Displays tickets from HEAT Call Logging when GoldMine HEAT integration is installed Tlogs The general name for the two types of logs ContTlog and GMTlog They track date and time stamps for changes to fields and the synchronization of the data Track A sequence of two or more events which a
132. cy clauses Severability If any provision of this EULA is unenforceable or invalid such provision s shall be amended to achieve as nearly as possible the same economic effect as the original provision s and the remainder of the EULA shall remain in full force and effect Miscellaneous This EULA constitutes the entire agreement between You and FrontRange relating to the license rights for the Licensed Software and any subsequent orders of additional License Limits or new FrontRange products and any additions to or modifications of this EULA will be binding upon the parties only if in a writing duly executed by You and an authorized officer of FrontRange THE TERMS AND CONDITIONS OF ANY CUSTOMER PURCHASE ORDER ARE ONLY BINDING ON FRONTRANGE IF THEY ARE AGREED TO IN WRITING BY AN AUTHORIZED FRONTRANGE OFFICER AND IN A DOCUMENT OTHER THAN THE PURCHASE ORDER FORM You may not transfer the Licensed Software or assign this EULA without FrontRange prior written consent and any attempt by You to do so will be void and without effect except that You may assign Your rights and obligations hereunder in connection with a merger acquisition or sale of all or substantially all of Your assets subject to compliance with FrontRange s administrative requirements for such assignments If the Licensed Software is acquired through a Reseller You agree that i this EULA constitutes the entire agreement between You and FrontRange regarding the Licensed Softwar
133. dMine map the entire script structure on paper This strategy can be helpful in creating a branching script 1 Decide what questions to ask and the possible responses List questions with all the related responses directly below them Draw lines connecting each response to the appropriate follow up question Note each question can have several response lines leading to it However no response should have more than one line leading from it each response can only branch to one question Number each question Try to select a numbering scheme that keeps questions in a natural sequence If there are sub branches within the script you will have to jump numbers A good rule to follow is to number the questions in a way that no answer leads to a lower valued question Number questions in intervals of 5 or 10 so additional questions can be inserted later in the script without having to change the numbering scheme When all the questions are numbered follow each question back to the preceding answer and enter the question number next to the response These numbers are the Goto values entered into GoldMine Determine if any questions should be omitted from the dialog Mark them on the worksheet To store the text of a selected response in a field enter the name of the field to be used next to the question number on the worksheet Most fields in the contact record can be used to store script responses Now you are ready to enter the script i
134. dd Anyway to add the record with the duplicate company or contact 80 Contact Management GoldMine User Guide Duplicate Phone Numbers If you create a new record and enter a phone number that already exists for another record the following dialog box opens Warning duplicate account creation Goldmine found the following accounts already exist Company Contact Phone E mail ABCD 925 555 1212 test2 frontrange com DEFG 925 555 1212 e Click Show Contact to see the record that contains the duplicate telephone number e Click Add Anyway to add the record with the duplicate telephone number Duplicate Email Addresses If you create a new record and enter an email address that already exists for another record the following dialog box opens GoldMine Duplicate E mail Address Warning The new E mail address test2 frontrange com is already attached to the 24 contact record of ABCD Please indicate what GoldMine should do Leave the E mail address attached to contact ABCD do not attach to this contact Move the E mail address to this contact remove from contact ABCD GoldMine User Guide ContactManagement 1 Click the Leave the E mail address attached to contact XXX do not attach to this contact radio button to keep the email address with the original contact Click the Attached E mail addresses to this contact create duplicate radio button to keep the email address duplicate
135. ded For example if you code your activities as billable or non billable enter the activity code for billable activities and get an analysis of these activities only SalesManagement GoldMine User Guide e Result Cd When a result code is entered in this field GoldMine includes only those completed activities with the specified result code to be analyzed When the field is left blank all completed activities are included e Phone Calls Analysis Total number of completed telephone calls of the specified type in the history file Call backs outgoing calls incoming calls and returned messages are shown as well as the total duration of calls in each category GoldMine displays the average duration of calls below the grand totals line for this section Successful Calls shows the number and percentage of calls with a satisfactory outcome while Unsuccessful shows the telephone calls without a satisfactory outcome e Activities Analysis Total number of completed activities in the history file including to do actions received messages appointments and other activities Sales Analysis Completed sales statistics Closed Sales shows the total number of completed sales activities in the history file The total value of each sale prints on the right of Calls Closed compares the number of completed sales as a percentage of completed call activities The average sales value per completed call activity also displays e Analyze Calculates th
136. dialog box e Double click the user in the User List box or user group in the Group List box to add to the Selected Users list Click OK to close the Select Users list Use the local menu to manage the activities Right click and select one local menu option To change the day displayed click the Today button on the Calendar toolbar At the tree display e Year As the highest level in the hierarchy a year contains all activities grouped by months To display the months associated with the year double click the year e Month Depending on whether you selected Show Word Days Only on the local menu Options area each month displays all calendar dates or only your working days for the month All specified dates appear regardless of whether activities are scheduled To display individual dates in a month double click the month e Date Each date lists all scheduled activities The associated user displays if you display more than one user s calendar To display the activities double click the date NOTE To display all the listings under a year or month select Options gt gt Expand All from the local menu Click the tabs to access e Day Activities scheduled for the day e Month Displays the month e Year Displays the entire year with scheduled days highlighted GoldMine User Guide Calendars 179 e Planner Activities of the selected user for today and the next 22 days e Outline Scheduled activities in a hier
137. dialog box to select the ordering of the records in the Leads Analysis dialog box e Zoom Displays complete information about the highlighted leads analysis record in the Leads Analysis Zoom dialog box 7 Click Close to close the Leads Analysis dialog box Using Quota Analysis 258 Use the Quote Analysis to review the status of sales efforts by analyzing how sales team members are meeting quota for a specified period This analysis uses data about the assigned quota forecast sales completed sales and lost sales to derive a percentage of quota or a percentage of forecast sales attained by a salesperson Because GoldMine analyzes data by period a process record for each salesperson can be seen using listings over multiple periods 1 Select Go To gt gt Analysis gt gt Quota Analysis The Quota Listing dialog box opens 2 Select an option from the Quota Listing dialog box e User An entry for each user assigned a quota in the Quota Profile dialog box Users have an entry for each period they were assigned a quota e Period The range of dates comprising the quota period By default GoldMine defines a quota period as one month but the period can be changed in the Quota Profile dialog box e Quota The dollar amount of expected sales assigned to the user for the period e Forecast The total dollar amount of sales scheduled on the calendar for the period e Closed Sales The total dollar amount of sales recorded as Closed Sal
138. dow Use settings in the Activity List toolbar to further narrow your selection e Holidays List holidays selected in the Calendar tab of your User Preferences e Occasions List special dates defined in your Calendar GoldMine User Guide Activities 161 Activity List Toolbar When you click on the Activity List tab the Activity List toolbar appears with the following tools Schedule button This button allows you to schedule your activity Click on the down arrow and select the type of action you want For example if you want to schedule a call select Call or to schedule an appointment select Appointment A corresponding popup window where you can select scheduling options appears for each selection Show button This button allows you to select the list of activities you want to view For example you can see all activities or activities for Today or This Week or This Month Click on the down arrow to select a view To see activities within a date range select Date Range and at the popup window select the dates User button This button lets you view activities for a user or for the users on a master list Click the down arrow to select a User or Master Link button This button allows you to link an activity to a user roll over an activity to another User or automatically update several activities at one time Click the down arrow button to select Link Rollover or Auto Update Select Output to send the Activities List ou
139. dow tab or pane you are working in For example if you are working on the Pending tab the following local menu opens Schedule gt Zoom Complete Reply Options gt Find Output to gt Delete Edit 2 Select the action from the menu GoldMine User Guide Getting Started 1 52 Getting Started GoldMine User Guide QuickStart Wizard The QuickStart Wizard allows you to access and configure basic operations and tools to work with GoldMine QuickStart Wizard Welcome to GoldMine s QuickStart Wizard The QuickStart Wizard will help you configure and personalize GoldMine by guiding you through some basic setup processes such as configuring your e mail account s importing contact information from an external database installing GoldMine PLUS add ins and selecting and applying industry specific templates in order to make GoldMine a better fit for your business needs v 80 030 te GadMine 8 10 41 GoldMine User Guide QuickStart Wizard 53 The QuickStart Wizard contains a set of individual wizards you access in one central location to ensure you configure key operations e User information Configures personal information for users such as name and title See Using the User Information QuickStart Wizard on page 55 e User Configures general user data and security settings such as the individual s GoldMine user name and password and QuickStart Wizard access rights See Using the Us
140. dow opens GoldMine User Guide QuickStart Wizard 69 ALERT Cautionary Notification s ALERT Cautionary Notification s Use of the Import Wizard will make changes to your database that cannot be easily reversed within GoldMine It is strongly recommended that you make a full back up of your GoldMine data before importing information If you have a current back up available click OK to proceed For further information on backing up GoldMine data please click here More Info OK Cancel 6 Click OK The Import Wizard opens GoldMine Import Wizard Welcome to GoldMine s Import Wizard This import wizard will help you easily and accurately transfer data into GoldMine Please choose the appropriate import method Import a new file O Import a new file using an existing profile Select the file type will you be importing CSV file Text file which uses a comma to separate values DEF file dBASE data files ASCII file Text files with field delimiters field separators and tecord separators O SDF file Text files with fixed length fields Each field is identified by its beginning position and length OSQL file SQL database table To import a Microsoft Excel XLS or XLSX file use GoldMine Plus for Microsoft Excel to import the data directly 7 Make your selection and then click Next 70 QuickStart Wizard GoldMine User Guide Import Wizard Import a New File GoldMine allows you to cr
141. drop down button with the following functions Get selected items Get all Items Set up E mail rules Customize E mail templates Set up Distribution lists Sync Contact Show Preview Edit E mail Options e Ifan Inbox or any sub Deleted or Filed subfolder is opened then General E mail Center Toolbar consists of e New Message Print Refresh Delete Reply Reply to all Forward File it with its options Re link Unlink and Actions which is a drop down button with the following functions Mark as Read Un read Set up E mail rules Customize E mail templates Set up Distribution lists Sync Contact Show Preview Edit E mail Options e If an Outbox or Drafts folder is opened then General E mail Center Toolbar consists of e New Message Print Refresh Delete Re link Unlink Send Send all Re Send Re Queue and Actions which is a drop down button with the following functions Set up E mail rules Customize E mail templates Set up Distribution lists Sync Contact Show Preview Edit E mail Options GoldMine User Guide Contact Communication 209 210 If a Sent subfolder is opened then the General E mail Center Toolbar consists of e New Message Print Refresh Delete Forward File it with its options Re link Unlink Re Send Re Queue and Actions which is a drop down button with the following functions Set up E mail rules Customize E mail templates Set up Distribution lists Sync Contact Show Preview Edit E m
142. dures you can use to navigate through GoldMine The GoldMine Main Window can display a large amount information based on your choices and offers access to a wide array of options to manage details Getting Started GoldMine User Guide Parts of the main GoldMine window main menu Global Toolbar Navigation Pane work area and status bar i Gena 0648 vine Prone 1 Coy State Postal Code sac Ben Dethow Catan Engreming Lit Donat Duret Aamesin 08564 aneen Bark ER 5 9 6 9 57 9 Last Activity 81372008 Last Nete ia Use Wednesda Aupat 20 3000 1p NOTE You can access the classic GoldMine menu configuration by selecting Tools gt gt Options gt gt System tab and selecting the checkbox for Use classic GoldMine menu GoldMine User Guide Getting Started 23 Main Menu Bar The Main Menu bar offers the first level of commands which display in standard Windows style pull down menus O FrontRange GoldMine Premium Edition Bea Defkow File Edit GoTo Tools Actions Schedule Complete Web Window Help not apply to the current selection another command option must be activated before or security restrictions limit your menu rights Contact your GoldMine Administrator if a menu option you need in unavailable 0 NOTE Menu options may be unavailable because the option does Accessing Menus on the Menu Bar Use the following procedur
143. dustry Templates Quick Wizard Use the following procedure to use this wizard to configure Industry Solutions templates and GoldMine PLUS applications 1 Select Tools gt gt Quick Start Wizard 2 At the GoldMine QuickStart Wizard dialog box click the Industry Templates Wizard 2 button Customization Installer i FrontR ange offers pre configured templates customizations to fields screens document templates reports lookup lists etc that help you quickly and easily match GoldMine to your selected business processes Please choose a template from the drop down list below and click the Next button to continue Please choose a template Cancel GoldMine User Guide QuickStart Wizard 61 3 The Welcome screen of the QuickStart Wizard Industry Templates dialog box opens Select one of the Industry Solution templates e Financial Services e iMarket e Insurance Life e Insurance Property and Casualty e Legal Services e Mortgage Lending e Non Profits Organizations e Real Estate Commercial e Real Estate Residential 4 Click Next Customization Installer GoldMine Financial Services Template This program installs the Financial Services Template to GoldMine including Financial Services specific Fields Details Lookups Filters and Reports Make a complete backup before proceeding GoldMine Financial Services Edition v2 0 Template Installer can update either newly
144. e Some transactions involve one salesperson and one client for a relatively brief period while others involve multiple components and require the coordinated efforts of a team over a relatively long sales cycle View sales on these levels e Individual sales Assigned to a single user and involve the sale of a product or service to a single contact GoldMine provides tools to schedule or forecast an individual sale The tools also help managers assign and analyze sales quotas e Complex sales Involve multiple participants over a longer period and typically involve multiple components of products or services bundled as a package individual sales can be planned tracked and recorded as part of a complex sale A complex sale is known as an opportunity GoldMine User Guide SalesManagement 247 Scheduling Forecasted Sales A forecasted sale is an estimate to record the anticipated close date of a pending sale with one of your contacts Forecasted sales are different from other activities because they include a product or service an anticipated sale amount and the probability of the sale closing Use the following procedure to schedule a forecasted sale 1 With the contact to scheduling for active on the screen select Sched ule gt gt Sale The Schedule a Forecasted Sale dialog box opens Schedule a Forecasted Sale Details Recurring GoldMine allows you to strategically manage your revenue pipeline with the ability to
145. e lt g EVGENY Group1 gt 0 NOTE Searches are not case sensitive NOTE It is safe to use quotes at all times However the format it would be to use quotes when there is a space You can use all different words in this form as well For example gt CA test gt This returns all contacts that contain words CA and test gt CA or test gt This returns all contacts that contain either CA or test 124 Contact Management GoldMine User Guide From where wps format The From where format enables you to search using a Universal Search filter The following are examples where the words notes and e mails are the names of Universal Search filters that return notes records and e mail messages respectively Examples notes birthday This returns all notes where the word birthday occurs notes e mails birthday This returns all notes and emails where the word birthday occurs notes This returns all notes lt Art Bardtoll gt Notes This returns all of Art Bardtoll s notes Search criteria format The Search criteria format enables you to search on words Word 1 andlor Word2 Examples test This returns all objects that contain the word test cat or dog This returns all objects that contain the word cat or dog are returned cat dog This returns all objects that contain the words cat and dog cat This returns all objects that contain a word which begins with cat Memo Filters
146. e and the terms and conditions of any purchase order or any other agreement between You and the Reseller are not binding on FrontRange 339 End User License Agreement EULA End User License Agreement EULA Index A About the Pending Tab 96 About WebImporting 301 Accessing the Contact Search Center 102 Activities 163 About 139 Auto Updating 152 Benefits of using 140 Scheduling 142 Activity List 161 165 Activity List Options Sub Menu 163 Activity List Toolbar 162 Adding Document templates 195 Documents to LFC 238 Adding Attachments to Knowledge Base Documents 324 Advanced checkbox 114 Analyze leads 291 Assigning Quotas 258 Auto Updating Activities 152 Branching Script Answer Dialog Box 244 Building a Group Based on Supplemental Contact Data 135 GoldMine Administrators Guide C Calendar 171 172 Launching 172 Occasions 182 Shared 191 Task List 173 Calendars Accessing 172 Calls completing 157 Campaign Creating New Campaign Tasks 299 Campaign Local Menu 294 Campaign Management Center 293 296 Campaign Management Center Toolbar 295 Campaigns Cloning 298 Deleting 300 Renaming 299 Certification Authorities 230 Changing Users 50 Communicating with Contacts About 193 Completing Activities 156 Completing Calls 157 Completing Campaign Tasks 300 Contact Record Tabs 91 Index 341 Contact Records 73 82 Creating 77 77 Deleting 85 Editing 82 Multiple Contact Records 85 Contact Searc
147. e Contact Search Center Select a contact or select Create a new contact which launches the New Company and Contact dialog box to create a new contact record e Contact The contacts and additional contacts listed in the drop down list depend upon the company selected e Title Type or select the contact s official title e Role Type or select the role defining the contact s relevance to the opportunity e Response Mode Type or select the way the influencer is likely to respond when contacted about a sale e Notes Extra information about the influencer 4 Tochange a linked contact right click the Influencer tab and select Relink to Another Contact The Contact Search Center appears e Select the contact to exchanging with the highlighted contact from the Influencer tab 5 To display the contact record of the selected contact in the Opportunity manager right click and select Go to Contact Record The contact record displays 6 To delete a contact from the list right click and select Delete 7 To add an influencer right click and select New 290 Opportunity and Project Management GoldMine User Guide Marketing Tools About the Leads Management Center The Center provides a sequence of activities to help manage marketing activities related to the base of contacts and potential leads Identify and track who brings in the lead who and how contact is made and the lead s progress through the sales cycle
148. e Literature Fulfillment Center Printing a mail merge document for a contact produces a History item for that contact 206 Contact Communication GoldMine User Guide Printing Envelopes and Labels You can use the same method as for printing letters memos and faxes Set up GoldMine to print envelopes or labels for documents waiting in a print queue on the same date GoldMine generates the queued documents Use the following procedure to print envelopes and labels 1 To check on queued correspondence in GoldMine s Literature Fulfillment Center select GoTo gt gt Literature 2 To print envelopes or labels when queued documents are printed select GoTo gt gt Literature 3 Select the folder under Queued Documents corresponding to the date the queued correspondence is scheduled to be sent For example if the letters are scheduled to be printed later in the current week select This Week 4 In the upper right area right click each queued document for which to print an envelope or label From the local menu select Print Envelopes or Print Labels GoldMine displays the Print Envelopes dialog box or the Print Labels dialog box that contain the same commands 5 In the Print Envelopes dialog box select the contacts for whom to print envelopes then select the envelope template to use By default GoldMine displays your templates However look in the User drop down list and select a public template or another user s template
149. e Project Type or select the project name from the F2 Lookup list e Company Type the new company name if the name in the field is not the correct company name e Manager Select the project manager in the drop down list e Code Select the project code by typing or selecting an entry from the F2 Lookup list e Status Type or select e Stage Type or select e Source Type or select the source of the project from the F2 Lookup list GoldMine User Guide Opportunity and Project Management 279 280 e Start Date Select the date the project starts from the F2 graphical calendar e End Date Select the date the project should end from the F2 graphical calendar e Actual End Defaults to the date displayed in the End Date Updates when the project is completed 6 Click OK to return to the Project Manager window with your new project listed in the upper pane Each tab must be updated manually Editing Project Contacts The Project Manager Contacts tab displays the Company Contact Title and Role of related contacts Edit the contacts using the Contacts local menu 1 In the Project Manager select a project and click the Contact tab in the lower pane 2 Right click and select New At the Contact dialog box edit the fields e Company Click the search button to the right to launch the Contact Search Center and select the company e Contact The contacts and additional contacts listed in the drop down li
150. e Server Agents Administrator Sending Email to Multiple Recipients Use the Mail Merge tab on the Edit E mail dialog box to send the email to all contacts or to a filtered group of contacts Use the following procedure to send an email to multiple recipients 1 2 At the Edit E mail dialog box click the Mail Merge tab Select Merge this E mail to a group of contacts to activate the mail merge options Select your filter or group in the drop down list or click on lt Filters of gt or lt Groups of gt to select other users and use their filters or groups Select Confirm each recipient to display a confirmation prompt for each selected recipient Select merge options e Primary Merges primary contact information with the selected template e Additional Merges additional contacts with the selected template GoldMine can mass merge both primary and additional contacts into documents This control is used to include or exclude additional contacts from a mass mailing 214 Contact Communication GoldMine User Guide e Other Merges other email addresses linked to the primary contacts e Limit to E mail merge code Merges primary and additional contacts with the specified merge codes Select the merge codes from the F2 Lookup list To enter multiple merge codes separate each entry with a semi colon 6 Click Send to send the message immediately or Queue to queue it for sending at the times defined in the Server Agen
151. e SysDir GoldDir and CommonDir GM View tab User defined HTML template based views gmb The gmb file extension for a backup file created by the Back Up Wizard GoldDir Used in the GM ini the GoldDir specifies the location of your GoldMine files also called your GMBase files GoldMine User Guide Glossary 327 GoldMine Business Contact Manager An installation of GoldMine using a D License and a dBASE database GoldMine Business Contact Manager Corporate Edition An installation of GoldMine using an E License and an optional SQL database Includes GoldSync GoldMine e mail E mail message to another GoldMine user or user group GoldMine files The tables storing other database information Also referred to as GMBase files The GoldDir line in the GM ini points to the shared GoldMine files GoldMine link to Excel Creates a link between GoldMine and Excel allowing you to add GoldMine fields to Excel or export data from Excel to GoldMine GoldMine link to Word Creates a link between GoldMine and Word allowing you to add GoldMine fields to a Word document or template GoldSync Server A computer that handles the synchronization processes GoldSync Service Runs the GoldSync application in the background without requiring a user to launch GoldMine Group Fixed set of contact records that meet an initial set of conditions Once selected member records subsequently have instantaneous access to the subset Altern
152. e contact records matching the Boolean expression are selected The filter ignores records that do not match 126 Contact Management GoldMine User Guide Example For a project or campaign you decide to work with your corporate clients located in Los Angeles You create this Boolean expression Contact1 gt City Los Angeles operator City is equal to Los Angeles Operands A Boolean expression consists of 2 parts operators and operands Operands act as the data to be evaluated while the operator determines the comparison method deciding whether the statement is true or false In the example the operands are City and Los Angeles and are equal to the operator When this filter is activated pressing PAGE UP and PAGE DOWN 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 conditions GoldMine then selects the record The filter shrinks your database to present a subset of only those contacts with addresses in Los Angeles By constructing Boolean expressions build and maintain an unlimited number of filters to categorize the records in your database To Access Filters 1 Select Tools gt gt Filters The Filters and Groups window opens 2 Select the Filters tab
153. e literature request with a particular opportunity or project or click New to create a new opportunity or project 13 Click Schedule to complete the process or select the Series tab to assign the literature request to a group of contacts 14 For the procedure to complete the Series tab see Scheduling Activities Based on Series on page 151 GoldMine User Guide Activities 155 Scheduling Forecasted Sales A forecasted sale is an estimate to record the anticipated close date of a pending sale with one of your contacts Forecasted sales are different from other activities because they include a product or service an anticipated sale amount and the probability of the sale closing For more information on scheduling forecasted sales see Scheduling Forecasted Sales on page 248 About Completing Activities 156 Use the Complete menu to record any activity you complete whether scheduled or unscheduled For example if a contact calls unexpectedly make a notation in the history file even though a call was unscheduled In this situation select the type of activity to complete from the Complete menu After completing a scheduled activity the Calendar record is removed and a record is posted to the linked contact s history file indicating what was accomplished Complete a scheduled activity from e The Contact record s Pending tab e An Activity List s tabs e The Calendar e The Complete menu e Scheduled Calls
154. e possibility of an unintentional deletion of contact records Click Next GoldMine User Guide Contact Management 89 About To Delete Records GoldMine is now ready to delete ALL of the selected records in the database To start the deletion process click Finish The deletion process may take some time depending on the size of your database At any time during the process you may stop it by clicking the Cancel button Note that the deletion of any contact history will also affect the activity analysis of the associated user s Always back up your data before beginning a deletion just in case you make a mistake or change your mind If you do not wish to synchronize the deletions deselect the following option Synchronize deletions 5 If you do not want to synchronize the deletions unselect Synchronize Deletions and then click Finish If you select Delete ALL the Delete ALL contact records dialog box opens Working with Contact Details Define or view contact details for an active contact record Contact details provide information for the following e Occasions Create occasions recurring occasions for contacts e Free Busy Access a contact s free busy file ifb to a file ftp site or http site so GoldMine can read it See e Digital IDs Import a contact s digital ID file p7b and cer to use enhanced security on signatures and encryption See the Setting Digital ID section in the GoldMine
155. e sorted and filtered by any of its columns Click on an activity and the summary information displays in the Preview panel The third panel is the Preview panel and it displays the summary information for a selected activity For more information and procedures on using the Activity window see Activities on page 139 26 Getting Started GoldMine User Guide Calendar The tabs at the bottom of the window are the types of available calendars types appear at the bottom of the Calendar screen x 2 30 3 z Per TAE or A e T oel E ia 0 Ti The first panel is My Calendar and it shows four graphical months of your calendar at a time Click on a date and the page appears in the Calendar panel The second panel is the Calendar panel and it displays the activities for the specified date and time Choose how the calendar displays by selecting one of the button at the bottom of the Calendar panel page e Day A daily calendar page e Week A weekly calendar page e Month A monthly calendar page e Year A page that shows the entire year e Outline Displays your scheduled activities in a hierarchical tree structure e Planner When you are scheduling activities for others use the Planner to view their schedules e Peg Board Shows Login status and activity of individual users and system availability The third pan
156. e to access a menu on the menu bar 1 Click on the mouse to select the menu option from the main menu An ellipse indicates there is a submenu 2 Select the submenu option if needed The appropriate dialog box wizard or window opens 3 Select the menus to perform a variety of tasks File Create contact records print reports Import Export and log in options Also exit GoldMine from this menu Edit Cut copy and paste Edit record properties Edit delete and undo changes to Contact records Go To Access all of Goldmine s modules as well as Analysis and Reporting tools Tools Access GoldMine tools for synchronization configuring GoldMine managing databases creating and running Automated Processes Server Agents globally replacing data Synchronization tools territory realignment and launching the Database Alias Manager and QuickStart Wizard Actions Access GoldMine communication tools timer commands and manage mail merge functions 24 Getting Started GoldMine User Guide Schedule Access scheduling options for the contact record including scheduling a call appointment literature request forecasted sale follow up action and GoldMine e mail Complete Access completed action options for scheduled and unscheduled calls appointments sales other actions correspondence and other pending activities Web Access GM Browser web publishing and other online options Window Window display and st
157. e totals in the display e Close Closes the dialog box e Print Prints analysis results GoldMine User Guide SalesManagement 263 About Territory Realignment 264 gt GoldMine enables you to reassign large groups of contacts and scheduled activities from one user to another Use the Territory Realignment Wizard to manage dynamic sales territories assign existing contacts to a new sales representative based on user defined criteria or change the contact base for a sales representative reassigned to a different territory Then select settings for synchronization updating the databases of sales representatives working in the field Use the Territory Realignment Wizard to e Assign a set of existing contacts to users based on a filter or group e Reassign activities from one user to another user e Globally update fields relevant to a territory realignment e Set up synchronization to update the databases of remote users affected by the realignment WARNING It is strongly recommended that you back up data before performing territory realignment a filter or group containing the contacts associated with the sales territory to be realigned If no filter or group exists create one now 0 NOTE Note To reassign contacts and scheduled activities build By default GoldMine tracks and stores the filtered records included in the last synchronization session s transfer set for a remote site based on the Territory Rea
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160. eate a new import profile if an existing profile is not available for your data file Enter the full path and filename of the file to be imported IFAS EULA March 08 stand alone no sig clickwrap clean do lt Back 8 Enter the complete path and filename of the file to be exported in the field and click Next If you chose SQL the following screen opens Import Wizard Import a New SOL Table GoldMine allows you to create a new import profile if an existing profile is not available for your data file Please select the SQL table to import Driver f x Database Database Owner GoldMine41 v dbo Table Ta 9 Complete the wizard screens and then click Finish GoldMine UserG uide QuickStart Wizard 71 Using the GoldMine PLUS QuickStart Wizard Use this quick wizard links GoldMine Plus products to document applications including Microsoft Word and Adobe Acrobat Use the following procedure to import GoldMine PLUS data 1 Select Tools gt gt Quick Start Wizard 2 At the GoldMine QuickStart Wizard dialog box click the GoldMine PLUS button The FrontRange Support site page opens 3 Log into FrontRange and move through the Support site 72 QuickStart Wizard GoldMine User Guide Contact Management About Contact Records GoldMine uses the contact record contact as the core component to which all information is tied When a contact is added to GoldMine s database a contact re
161. ect the rank from the F2 Lookup list e Color In the drop down list select the color to displays for the task on the Gantt chart calendar Done Using the up and down arrows select the percent of the task completed e Notes Add notes as needed e Completed Task Select this option if the task is already completed The Status in the Task tab is updated as Completed 7 To remove the task from the list right click and select Delete 8 To add a task right click and select New Editing Teams The Team tab displays Member Title Department and Role columns Edit the team using the local menu Use the following procedure to edit teams 1 In the Opportunity or Project Manager click the Team tab in the lower pane 2 To change settings for a team member right click and select Edit 3 At the Opportunity or Project Team Member dialog box complete the fields as needed e Type Select User for GoldMine users or Other Contact for a contact in the database e Member If you selected User the drop down list displays users to choose from If you selected Other Contact click the search button to the right and locate the contact to add in the Contact Search Center Then select one additional contacts in the drop down list Title Type or select the team member s title from the F2 Lookup list e Department Type or select the team member s department 282 Opportunity and Project Management GoldMine User Guide
162. ed gt Quota Diff gt 0 Negative amounts should be shown in parentheses If Closed gt Quota Diff gt 0 Quota Diff Percentage The Quota Diff Percentage is the difference between Closed Sales and Quota amounts in percentage of Quota value for the specified period The equation is Quota Diff Percentage Closed Sales Quota 100 Quota e 0 indicates that Closed Sales and Quota values were equal for the specified period e Negative positive values mean that Closed Sales were less more then Quota correspondingly Absolute value of this parameter can be used as one of indicators of Sales Planning Efficiency e Negative values are shown in parentheses Examples Quota Diff Percentage 9 000 10 000 100 10 000 10 Closed Sales were 10 less then Quota Quota Diff Percentage 15 000 10 000 100 10 000 50 Closed Sales were 10 more then Quota 260 SalesManagement GoldMine User Guide e Forecast Diff The Forecast Diff is the difference between Closed Sales and Forecasted Sales amount for the specified period The equation is Forecast Diff Closed Sales Forecasted Sales e Negative values are shown in parentheses Examples Forecast Diff 9 000 0 9 000 Forecasted Sales trail Closed Sales by 9000 Forecast Diff 1 500 2 000 500 Forecasted Sales exceed Closed Sales by 500 Forecast Diff 9 000 9 000 0 Forecasted Sales equal Cl
163. ed in the Personal tab of the User s Options Use the following procedure to configure user information with the User Information wizard 1 Select Tools gt gt Quick Start Wizard 2 At the GoldMine QuickStart Wizard dialog box click the User Information Wizard button QuickStart Wizard Update User Information Set up details user telated information Welcome to the User Information section of GoldMine s QuickStart Wizard Follow the instruction in the section to create or update user defined information for yourself or other users if applicable Click Nest to continue 3 The Welcome screen of the QuickStart Wizard User Information dialog box appears Click Next GoldMine User Guide QuickStart Wizard 55 QuickStart Wizard Update User Information Choose a GoldMine user To include user information such as Title and Phone Number which GoldMine evaluates to personalize signature files in email and form templates please select the corresponding user s GoldMine username from the list below MASTER FrontRange Solutions Emplo USER USER Back Cancel 800 30 Gold Mine 8 10 41 R 4 At the user list select the user for which you are updating personal information and then click Next QuickStart Wizard Update User Information g Change simple details Wf To help GoldMine include a user s information in it s E mail and Document templates for signature file insertion please ente
164. eded e To add an attachment click Add and complete the New Attachment dialog box e To delete an attachment click on the attachment and click Delete e To view an attachment click View 10 Click on the Resolution tab to add resolution information to the case as needed e To add a note click Add Note and type the note in the workspace e To search the Knowledge Base click Search Knowledge Base e To delete a Knowledge base entry click Remove Knowledge Entry 11 When an activity or task is competed it is moved from the Pending or Tasks tab to the History tab Click on the History tab and double click on an activity or task to view additional details about the history of that item 12 Click on the Contacts tab to view the contacts associated with this case 13 Click on the Save icon in the toolbar to save the case Creating a New Template The Template fields are based on typical service case categories and prioritization For example a template might be used when the service call center logs a request from a customer to repair a telephone that is under warranty Use the following procedure to create a new template 1 At the Service Center click the down arrow on New Case gt gt New Tem plate 2 The Edit Template dialog window opens 310 Srvice Center GoldMine User Guide Edit Template Template Name Product Service Subject Case Type Category Priority
165. ee About the Details Tab on page 94 e Field Displays information in the user defined fields 74 Contact Management GoldMine User Guide e GM View Creates a customizable information page using HTML capabilities e History Stores completed scheduled unscheduled activities for the contact See Scheduling Activities on page 143 e Relationships Shows the graphic interface for a contact For more information see About the Relationships Tab on page 91 e Link Lists files linked to the contact See Linking Files to a Contact Record on page 85 e Members Displays the contact Groups Fixed set of contact records that meet an initial set of conditions See Groups on page 128 e Notes Stores freeform information about the contact See About the Notes Tab on page 98 e Opportunities Displays opportunities linked to the contact See Opportunity and Project Management on page 267 e Pending Displays all activities scheduled for the contact See Scheduling Activities on page 143 e Projects Displays long term projects to which the contact is linked See Opportunity and Project Management on page 267 e Processes Displays the Automated Processes attached to the contact e Referrals Referrals create a link between two contact records in the database See About the Referrals Tab on page 98 Summary Displays activity information for the contact and the contact record See
166. efined in Control Panel gt gt Indexing Options In this case the check boxes are disabled but if Local and UNC Paths is checked the Add Edit and Delete buttons remain active e Include Microsoft Office Outlook available on Vista only Click this checkbox to search information in the MS Outlook To pickup Outlook mail the messages need to be cached locally for example in a pst or ost file 118 Contact Management GoldMine User Guide e Local or UNC path Click this checkbox to add modify or remove user specified search folders To add a new path click Add and select the path To edit an existing path select the path and click Edit To delete an existing path select the path and click Delete Desktop Search Add in for Files on Microsoft Networks that provides the option to add UNC paths as an indexed location To download this option go to http www microsoft com downloads details aspx familyid f7e98 1 d9 5a3b 4872 a07e 220761e272838 amp displaylang en 0 NOTE On Microsoft Vista there is a Windows e Include items from remote Windows index Click this checkbox to search documents on the remote computer WDS Windows Search should be installed on both computers Select Host Click this button to select the name of a remote computer The name appears in the Host field To add a new path click Add and select the path To edit an existing path select the path and click Edit To delete an existing path select t
167. el is the Task panel and it lists upcoming tasks and or occasions Click the task or occasion to see a summary For more information and procedures to use the Calendar see Using the Calendar on page 173 GoldMine User Guide Getting Started 27 Mail This work window is a fully navigable browser for the Email Center The first panel is the Mail Folders panel and it lists all mail folders of the user Click on the folder and it will appear in the Mail panel The second panel is the Mail panel and it displays the selections from the Mail Folder panel Note that the click path appears at the top of the panel For more information on the Mail Center see Using the E mail Center on page 207 28 Getting Started GoldMine User Guide Opportunities POEN See Common Carms bat This window provides a history of recently viewed Opportunities and allows see you to create edit and maintain your Opportunities For more information on Opportunities see Opportunity and Project Management on page 267 Projects Laat Activity Um 22 200m T This window displays long term projects to which a Contact record is linked You can create or edit projects on this window For more information and procedures to use Projects see Opportunity and Project Management on page 267 GoldMine User Guide Getti
168. er QuickStart Wizard on page 58 0 NOTE Contact your administrator before using this wizard e Industry Templates Configures Industry Solutions templates and GoldMine PLUS applications See Using the Industry Templates Quick Wizard on page 61 e Key Fields Configures the key field labels to store data for your business See Using the Key Fields QuickStart Wizard on page 65 e Postal Codes Configures the process to import postal codes into GoldMine See Using the Postal Codes QuickStart Wizard on page 67 e Data Import Configures the process to import contact data from another contact management application into GoldMine See Using the Data Import QuickStart Wizard on page 68 e GoldMine PLUS Configures GoldMine s links to document applications including Microsoft Word and Adobe Acrobat See Using the GoldMine PLUS QuickStart Wizard on page 72 The QuickStart Wizard appears immediately after installing GoldMine to help set up the critical operations most users need immediately such as e mail accounts Use the QuickStart Wizard after installation to add or change basic configuration settings by selecting Tools gt gt QuickStart Wizard Users without Master Rights have access to the User Information Wizard and Document Management Wizard 54 QuickStart Wizard GoldMine User Guide Using the User Information QuickStart Wizard Configure or update individual user s personal information stor
169. er message by dialing or sending email GoldMine User Guide Contact Communication 193 About the Document Center 194 The Document Management Center helps you manage document templates It contains a lists of templates for emails memos and faxes and other documents you might use in communicating with a contact i Common Cortact Set Um Monday dure 16 2008 Use the Document Management Center s merge form capability to generate letters memos and emails GoldMine lets you print a letter for one contact or a group of contacts print labels and envelopes and fax documents if your word processor supports facsimile transmission The Document Management Center works with GoldMine Plus for Microsoft Word Use the Document Management Center to e Create Document Templates Create email Templates e Clone Document Templates e Clone E mail Templates Edit Document Templates Edit E mail Templates e Mail Merge Documents Contact Communication GoldMine User Guide e Mail Merge E mail Messages e Print Documents e Send E mail Messages e Add Subfolders Also specify in the GM ini the default destination and file name format for templates merged Creating Document Templates GoldMine installs predefined templates but you can create your own templates as well A template is a document created in an application such as Microsoft Word that links to GoldMine and contains embedded DDE link fields The
170. ersal Search By Default Use docked mode for search screen Search algorithm Search by exact terms O Search by alternate forms of search term e g Foot Feet O Seach by synonyms of search terms e g run jog O Search by prefix e g fun Funnel History Number of items to keep in history 10 Clear History Language Language English v 3 At the General tab select from the following options e Use Universal Search By Default Click this checkbox to enable Universal Search as the Navigation panel search field search engine e Use docked mode for search screen Click this checkbox to dock the Universal Search window the Universal Search window can be a floating window or attached to an edge of the GoldMine workspace e Search by exact terms Click this radio button to search for records that match the search term 116 Contact Management GoldMine User Guide e Search by alternative forms of search term Click this button to search for the different tenses of a verb or for both the singular and plural forms of a noun This means you can search for any form of a term for example search you can search on foot and include feet as a search term e Search by synonyms of search terms Click this radio button to search for synonyms of search terms In Microsoft SQL Server 2005 the full text queries use a thesaurus to find synonyms of search terms information see How to Edit a Thesaur
171. es when the forecasted sales activities are completed e Lost Sales The total dollar amount of sales recorded as Lost Sales when the forecasted sales activities are completed SalesManagement GoldMine User Guide e Quota Period By default GoldMine sorts quota entries by the calendar period for quota assignments When a user has entries for multiple quota periods the listings appear in chronological order the oldest quota assignment appears first and the most current quota assignment appears last e User Alphabetize quota entries by username Multiple quota entries for a User appear in chronological order e Quota By default GoldMine uses data in the Quota Forecast Closed Sales and Lost Sales columns to calculate the percentage of quota achieved by the salesperson during the period The percentage of successfully completed sales to assigned quota appears in the Closed Sales column while the percentage of unsuccessful sales appears in the Lost Sales column e Forecast Calculates the percentage of forecasted sales against sales already completed during the period The percentage of successfully completed sales to forecasted sales appears in the Closed Sales column The percentage of unsuccessful sales appears in the Lost Sales column e New Access the Assign new quota dialog box to assign a quota to a user for a defined period e Delete Deletes the highlighted record for the salesperson e Edit Access the Quota Profile dial
172. ests assigned to you Select the Literature Requests date or date range for the request The literature request appears in the upper right pane Highlight the literature request and right click Select options in the local menu To fulfill the request note the attachments to send and select Fulfill If a literature request is to be printed or faxed the document is printed or faxed Attachments are not sent automatically and must be handled as per your usual office procedure GoldMine UserG uide Contact Communication 239 6 To reject the request select Reject 7 At the Rejection of Literature Requests dialog box type or select the reason in the F2 Lookup list If this activity was scheduled with an RSVP GoldMine notifies the person who assigned it to you stating why it was rejected Fulfilled requests are moved from Pending to the History tab the request appears in the Printed Documents area of the Literature Fulfillment Center Fulfilling or Rejecting Queued Documents Queued Documents in the Literature Fulfillment Center come from the Document Management Center and were merged with one or more contacts For multiple contacts each contact is listed separately in the upper right pane when you select the assigned user and date the document was queued for Queued documents are fulfilled when using the Print FAX Server Agent to send the document immediately or remove it from the queue use the Queued Documents area of the Lite
173. ete Activity for lt company gt dialog box at the Scheduled Call area right click on the contact record you want 87 Complete a Call Back Contact Activity User Mary smith 68 user user Reference Opportunity Project Or Case none x none Code Result Date Time Duration Success gt 10 8 2008 gt 11 51 an gt 00 00 00 gt Successful Notes C Schedule a Follow up Call Activities GoldMine User Guide 3 At the Complete the lt an activity gt dialog box select and complete the following Contact The contact record name if the default If you want to select another user click the down arrow and select from the list of users Activity Select the type of activity you are completing for this scheduled call for example Call Back Call in Event and so on User Select the user completing the call Private Click this checkbox if the completed activity will be available only to the selected user Reference Type in or select the reference Opportunity Project Select the associated opportunity and or project in the drop down list Click New to create a new opportunity Or Case If you are selecting a case instead of an opportunity project select the case number Click New to create a new case Code Type or select the code from the F2 Lookup list This is the code to categorize the completed calls by Result Type or select
174. ew Record The New Record dialog box opens 2 At the Record Type dropdown box select the type of contact you want to create from the pull down menu The set of record types available depends on the configuration of your GoldMine system To create a new contact record with a new contact or company select Plain contact record GoldMine User Guide ContactManagement 77 3 Click in the area right of each field name and in the dropdown box select or type the information for the field Company Type in the name of the organization for this record e Contact Type in the first name of the primary contact at the company NOTE You must enter a value for either Company or Contact e Last Type in the last name of the primary contact at the company e Prefix Select the prefix Mr Mrs and so on of the primary contact at the company Dept Type in or select the Department designation of the primary contact at the company e Title Type in or select the title designation Account Manager Consultant and so on of the primary contact at the company e Source Type in or select the source of the contact for example Phone book newspaper and so on e Record type Type in or select the type of record for example EU Customer Press and so on e Industry Type in or select the industry of the primary contact for e Phone 1 2 3 Type in the telephone number s for the primary contact e If you are ente
175. ext 22 days e Outline Scheduled activities in a hierarchical tree structure with branches that correspond to years months and days e Peg Board Login status and activity of individual users and system availability GoldMine User Guide Calendars 175 Using the Monthly Calendar The Month tab displays schedule related information for the month 1 Select Go To gt gt Calendar Your Calendar appears 2 Click on the Month tab you can select the users activities to display Select the name in the drop down User list or select Multiple Users to open the Select Users dialog box Double click the user in the User List box or user group in the Group List box to add to the Selected Users list Click OK to close the Select Users list 3 Use the local menu to manage the activities Right click and select one local menu option 4 To change the day displayed click the Today button on the Calendar toolbar 5 Click the tabs to access Day Activities scheduled for the day Month Displays the month Year Displays the entire year with scheduled days highlighted Planner Activities of the selected user for today and the next 22 days Outline Scheduled activities in a hierarchical tree structure with branches that correspond to years months and days Peg Board Login status and activity of individual users and system availability 176 Calendars GoldMine User Guide Using the Yearly Calendar The Year tab display
176. forecast sales instead of scheduling another call to remind yourself of a potential order Contact Opportunity 4 Project lain John Conyngsby none 2 Product Code User gt USER USER Price Amount 8 Probability Sale Date 0 00 0 00 Hz 974 2008 gt Options Link RSVP C Alarm gt E The Contact field is populated with the Contact VIN 2 To select another contact click on the Contact drop down arrow and select the contact or click the right facing arrow to launch the Contact Search Center and search for a new contact 3 In the drop down list select the Opportunity Project to associate the sale with or click New to create a new opportunity or project 248 SalesManagement GoldMine User Guide 4 At the Product field select the product in the F2 Lookup list 5 At the Code field select the code in the F2 Lookup list Activity codes can be used later to analyze specific sales activities For example if you code all your forecasted sales that were referrals with an activity Code of REF you can determine how many referred sales you made during a specific period of time 6 Atthe User field select the user who will schedule the forecasted sale The forecasted sale appears on the user s calendar 7 At the Units field type the expected number of product to purchase 8 At the Price field type the price of each unit The unit amount value and price per unit
177. from the F2 Lookup list 5 In the Description field type or select a brief description of the literature from the F2 Lookup list and then click OK 238 Contact Communication GoldMine User Guide Editing Documents in the Literature Fulfillment Center Use the following procedure to edit documents 1 2 Select Go To gt gt Literature At the Literature Fulfillment Center highlight Literature List in the left pane The documents are listed in the upper right pane Right click the document to edit and select Edit from the local menu The Literature dialog box appears In the Output To drop down list select one e Stock Printed literature available as shelved stock e Printer Literature to print from a file Select the file path and click Edit to make changes e FAX Literature to fax Select the file path needed and click Edit to make changes In the Type field type or select the literature type from the F2 Lookup list In the Description field type or select a brief description of the literature from the F2 Lookup list and then click OK Fulfilling or Rejecting Scheduled Literature Requests When a Literature Request is assigned to you the request appears on your calendar as Lit in the Task pane Use the following procedure to fulfill or reject scheduled literature requests 1 2 Select Go To gt gt Literature At the Literature Fulfillment Center select your name in the User drop down list to view requ
178. g Campaign Tasks Use the following procedure to complete a campaign task 1 Select GoTo gt gt Campaign 2 At the Campaign Management Center window select a campaign 3 4 Click Completed Tasks Expand the Open folder and select a task A confirmation prompt appears Click Yes Deleting Campaigns Use the following procedure to delete a campaign 1 2 3 Select GoTo gt gt Campaign At the Campaign Management Center window select a campaign Click Delete Campaign A confirmation prompt appears Click Yes campaign GoldMine removes the process from the designated 0 NOTE If an Automated Processes process was attached to a records Deleting Campaign Tasks Use the following procedure to delete a campaign task 1 2 3 Select GoTo gt gt Campaign At the Campaign Management Center window select a campaign Click Delete Tasks A confirmation prompt appears Click Yes 300 Marketing Tools GoldMine User Guide Changing Campaign Task Properties Use the following procedure to change a campaign task s properties 1 Select GoTo gt gt Campaign 2 At the Campaign Management Center window select a campaign 3 Expand the Open folder and select a task 4 Click Properties The specific task dialog box opens 5 Change task properties as needed About WebIimporting Set up Internet Web sites to collect contact information from interested visitors Use the data in GoldMine by creatin
179. g a Web form that includes instructions for handling the data After the information is submitted a Web server script can format the data into an Internet email message which can then be sent to a designated recipient When retrieving the email message GoldMine recognizes the import instructions and creates a contact record with data captured from the Web page Or if a WebImport contact duplicates an existing contact update selected fields GoldMine User Guide Marketing Tools 301 302 Marketing Tools GoldMine User Guide Service Center About the Service Center Case management functionality in GoldMine Premium Edition provides customer service agents the ability to capture service requests then filter and access the details of each case The customer service center enables your entire service division to pursue arrange and filter all service requests and optimize work flow throughout the day GoldMine Premium Edition case management features allow your service professionals to assign escalate and resolve customer service requests quickly and efficiently Quickly access customer service issues route them to the service agent who can best solve the problem and keep clients informed of their service request progress all within your customized GoldMine environment Your GoldMine users can now accept incoming customer service requests from multiple sources be alerted to upcoming and urgent cases and get details for any open o
180. ge 298 Rename Campaigns See Renaming Campaigns on page 299 Create a New Campaign Task See Creating New Campaign Tasks on page 299 Complete a Campaign Task See Completing Campaign Tasks on page 300 Delete Campaigns See Deleting Campaigns on page 300 Delete Campaign Tasks See Deleting Campaign Tasks on page 300 Modify Campaign Properties See Changing Campaign Task Properties on page 301 Creating Campaigns You can use marketing campaigns to consolidate a variety of communication activities Use the following procedure to create a campaign it displays in the Campaign Management Center navigation pane 1 Select GoTo gt Campaigns 2 At the Campaign Management Center window in the navigation pane right click and select New Campaign or click New Campaign on the toolbar 296 Marketing Tools GoldMine User Guide 1 4 3 3 3 4 3 8 4 4 3 i Um The Campaign Creation Wizard opens 3 Click Next 4 At the Select Contacts dialog box select 8 filter or group from the drop down list e To change the filters or groups to those of a different owner select lt Filters of gt or lt Groups of gt The Select a User dialog box opens e Select a user and then click OK Click Next 5 At the Assign tasks to this campaign dialog box click New task 6 Configure the following e Import Data GoldMine provides several ways to import data Select to open the
181. ghlighted word from the text box The text box listing displays the words in the Files tlx file e To adda word type the word and then click Add Word e To edit a word highlight the word type the correction and click Add Word e To type case variations on a word at the Other word text box type in the word and then click Add Word 4 Click Delete Word to remove the word from the dictionary file 5 Click Import to import the words in a txt file to the current Files tlx file NOTE When files with multiple word phrases are imported each word adds individually rather than as a phrase 6 Click Export to export the words in the current Files tlx file to a txt file 7 Atthe Action drop down list select an action to apply to individual words e Auto change use case of checked word e Conditionally change use case of other word e Conditionally change use case of checked word e Ignore skip e Exclude treat as misspelled 8 To apply an action to a word e Highlight the word in the Words field listing e Select the action from the Action drop down list e Click Add Word The action you selected applies to that word 9 The Files drop down list displays available custom tlx dictionaries Click Add File to browse to other tlx files NOTE The tlx files store in user folders in the Speller folder of the main GoldMine directory 222 Contact Communication GoldMine User Guide 10 To create a new dictionary cl
182. gt Document Templates The Document Management Center opens Select the User from the drop down list 3 Highlight the document template you are printing right click and select one of the following options e Merge amp Edit Opens the document on the screen with the inserted GoldMine fields populated with information for the current contact record Edit the document as needed and print using the program s print command in Microsoft Word is disabled during the Merge amp Edit 0 NOTE Due to a Microsoft limitation the GoldMine menu process e Print Opens the Mail Merge Properties dialog box See Using Mail Merge Properties Printing on page 205 If you print immediately a record of what was sent to the contact is filed on the History tab 204 Contact Communication GoldMine User Guide Using Mail Merge Properties Printing Use the following procedure when merging and printing documents 1 Inthe Document Management Center right click a document template and select Print or Fax The Mail Merge Properties dialog box opens Mail Merge Properties Recipient well as how to output the merged document and when the document will be delivered Please select from the available options below 0 You may specify which contact s to merge with this template as Contact Selection This contact lain John Conyngsby All contacts linked to lain John Conyngsby All contacts in the follo
183. h Center Toolbar 76 Contact tabs Pending 96 Creating E mail rules 228 Opportunities 242 Records 77 Creating a New Campaign Task 299 Creating a Performance Report for a Case 316 Creating Web Forms 301 Customizing 50 Properties 268 D d114 default destination 194 Deleting Campaigns 300 Digital IDs 230 Certification Authorities 230 Digital signatures 230 Keys 230 Reading e mail 235 Sending Signed 234 Digital Signatures 230 234 Document enter About 194 Document Management Center Adding 195 Editing 200 E mail 217 Printing 204 Documents Printing 204 Templates 195 200 Duplicate records 77 E Edit Email Toolbar 211 Editing Contact records 82 Documents 200 239 Literature Fulfillment Center 239 241 Editing Toolbar Options 35 E mail Encrypted 233 Reading 227 Digital IDs 235 Rules 228 Sending Digitally signed 234 Document Management Center 217 Encrypted 233 Templates 227 Email Retrieving 223 E mail Center Components 208 Encrypted 233 235 F Fax Correspondence 201 Filters 136 About 126 see Groups 136 Forecasted Sales Completing 250 Scheduling 248 Using 251 Free Busy Tab 188 Times 191 URLs 188 Fulfilling 239 240 G GoldMine Add ons 72 Graphical Analysis 253 Groups 136 About 126 see Filters 136 H Help 50 iCalendar Meeting requests 188 189 189 Industry templates 61 InfoCenter 320 Installing GoldMine Add ons 72 K Key fields 65 67 68 Key Terms 19
184. he Detail Properties dialog box opens 94 ContactManagement GoldMine User Guide Adding Detail Records Define a new Detail record to track basic information on topics meaningful to your business Detail records are added to the Detail Lookup list F2 Every Detail created also has its own Reference Lookup list Use the following procedure to add a detail record 1 Right click under the Details tab and select New Detail Properties Detail Info Audit Setup Detail Reference Notes 2 At the Detail tab gt gt Detail field select a predefined value from the Detail F2 Lookup list 3 In the Reference field type or select a value from the Reference F2 Lookup 4 To add any notes to this detail up to 64 000 characters type them in the Notes field Notes are unique to each detail record GoldMine User Guide Contact Management 95 5 Click the Info tab if needed You can update up to twelve fields Customize the field labels through the Setup tab For more information about the Setup tab see the Creating Details Information Fields section in the Goldmine 8 5 Administration Guide Each field can be controlled by the F2 Lookup requiring users to input consistent information using the Setup tab on the dialog box 6 If entering an email address select Primary Address to use the selected address as the primary default address for the contact 7 In the Audit tab you can vie
185. he Fields tab Ctrl F View the Notes tab Ctrl N View the Contact tab for additional contacts Ctrl C View the Details tab Ctrl D View the Referrals tab Ctrl R View the Pending tab Ctrl P View the History tab Ctrl H View the Links tab Ctrl L View the Members tab Ctrl M View the Processes tab Ctrl O View the Opportunities tab Ctrl U View the Projects tab Ctrl J View the Cases tab Ctrl A View the GM View tab Ctrl V GoldMine User Guide Getting Started 41 Shortcut Keys Menu Command Key Cut the object Ctrl X Copy the object Ctrl C Paste the object Ctrl V Delete the object Delete Change the font for the text Alt F10 Align the text within the object Ctrl P Specify outline properties Ctrl O Select a background Ctrl B Edit a field expression Ctrl F Insert a section label F6 Insert a text label F9 Insert data field F2 Insert expression field F3 Insert system field F4 Insert dialog field F5 Insert line Ctrl F9 Insert picture from clipboard Alt F7 Insert picture from disk file Alt F8 Create a dialog field Ctrl R Edit a dialog field Ctrl M Delete a dialog field Ctrl D Define margins ruler and date format F7 Define a filter Ctrl F7 Save or update report template F10 Save template with a new file name Shift F10 42 Getting Started GoldMine User Guide Tree View Shortcuts Menu Command Key Display all sub items under the selected item
186. he GoldMine 8 5 Administrators Guide Creating Distribution Lists Use the following procedure to create custom email Distribution Lists of contacts users and manual email addresses 1 In the E mail Center right click and select Options gt gt Set up Distribution Lists 2 At the Distribution List Center right click the upper right pane and select New Distribution List 3 Type a descriptive name for the list and press Enter 228 Contact Communication GoldMine User Guide 4 Right click the new distribution list and select one of the following options Add Contact Add a contact from the Contact Search Center e Add Contacts E mail Add a contact from the Contact Search Center and specify the email address e Add User Add a user or user group Add Manual E mail address Select or type the email address 0 NOTE You can add more than one recipient to the Distribution list Using the Document Management QuickStart Wizard to Access a Web Page GoldMine Plus for Microsoft Office is installed during the main GoldMine application installation It can also be installed independently by using the Add Remove Programs Windows control panel GoldMine Plus for Adobe Acrobat is installed from its own installer For more information about installing and using GoldMine Plus for Adobe Acrobat please see the document GMAcrobatLink pdf located on your GoldMine installer CD or via http support frontrange com NOTE
187. he following are trademarks of FrontRange Solutions USA Inc and or its affiliates in the United States and or other countries FrontRange Solutions FrontRange GoldMine GoldSync GoldMine Answer Wizard GoldMine Management Intelligence GoldMine Manager s Console iGoldMine HEAT HEAT Service amp Support HEAT PowerDesk iHEAT HEAT Self Service HEAT Manager s Console HEAT Answer Wizard HEAT Quick Start Wizard InfoCenter Automated Processes First Level Support enteo Centennial DeviceWall Centennial Discovery Discovery Dashboard MicroAudit SAM and other FrontRange products and brands Other Trademark Information The following are trademarks of their respective owners or companies Trademark or Registered Trademak Company ACT CRM Division of Best Software Inc Adobe Acrobat Reader Adobe Systems Inc Apple Mac OS Macintosh Apple Computer Inc Avaya Avaya Inc Beyond Gold Computerese Blackberry Research in Motion Limited Borland Interbase Borland International Inc Calyx Calyx Software Cisco Cisco Technology Inc Citrix Citrix Systems Inc Corel Corel Corporation Crystal Reports Business Objects S A dBASE dBASE Inc dbCams Financial Computer Support Inc Ethereal Ethereal Inc Fast Folio NXT
188. he links a selected activity to the active Record Roll over Displays the Roll over ALL displayed activities dialog box Forward activities to another user and or another date Auto Update Displays the Auto Update Activities dialog box Complete or delete multiple activities for a selected user This option is available only on selected activity tabs Filter Activity Filter dialog box Define conditions for selecting activity records to display Activity List Date Range Dialog The Activity List displays activities for all dates by default to select from a broad range of dates select an option from the Date Range dialog All Date Displays all activities without regard for date Date Range Opens the Activity Date Range dialog box Options are similar to the menu items Today and Prior Today s activities and past activities Yesterday Yesterday s activities Today Today s activities Tomorrow Tomorrow s activities Day After Day after tomorrow s activities This Week This week s activities Next Week Next week s activities Last Week Last week s activities This Month This month s activities Next Month Next month s activities 164 Activities GoldMine User Guide Last Month Last month s activities This Year This year s activities Next 7 Days Activities scheduled for the next seven days Past 7 Days Activities scheduled for the last seven days 30 Day Window Displays the current 30 days Us
189. he new variable such as Cell Phone e Inthe Value text box type the value of the variable such as the cell Phone number e To remove a variable highlight the variable and click Delete e Click Add or OK to close the Add or Edit Variable dialog box and return to the User Information Wizard 7 Click Finish to close the User Information Wizard and return to the QuickStart Wizard dialog box Using the User QuickStart Wizard Use this wizard to create and update users and their settings The created or updated users are available in the Users Master File select Tools gt gt Configure gt gt Users Settings Use the following procedure to configure users with the User wizard 0 NOTE Contact your administrator before using this wizard 1 Select Tools gt gt Quick Start Wizard 2 At the GoldMine QuickStart Wizard dialog box click the User Wizard ti button 58 QuickStart Wizard GoldMine User Guide QuickStart Wizard Update User Accounts Define accounts for GoldMine users Welcome to the User Settings section of GoldMine s QuickStart Wizard Follow the instructions in this section to create or update user name account information for yourself or other users Click Next to continue v 80 0 30 ke GdidVine 5 1 3 The Welcome screen of the QuickStart Wizard User Settings dialog box opens Click Next QuickStart Wizard Update User Accounts gt Create a new user or update existing
190. he path and click Delete e Show linked contacts in search results Select this checkbox to display all contacts linked to the search 5 At the Grid tab you can configure the grid to your personal specifications Complete the following fields as needed GoldMine User Guide ContactManagement 119 Properties Dialog General Documents Show Top N Records Order By Direction Grid ScrollBar Activity Navigation Contact Pending O Activities O Calendar Grid Search Filters Advanced 50 Rank O Ascending Descending Auto Fit Columns Show Horizontal Scroll Bar Show columns v gt Rank Contact Company Found In Title Created Modified Created By Path Tag Linked to e Show Top N Records Enter the number of queries to be limited in Contact Management each area For example if you enter 50 you will see 50 rows or less in each area Order By Select an initial column to order the results by Click on the down arrow and select a column Direction This option allows you to determine the sorting direction of the search results The selections are Ascending and Descending Grid Scrollbar Select the location of the scrollbar Selections are Auto fit columns and Show Horizontal Scroll Bars Activity Navigation Select the location in which you want to see the found acti
191. ibed below GoldMine User Guide SalesManagement 3 3 At the Activity types field select an activity Graphical representations depend on whether Completed or Scheduled 5 selected under Graph Type Call Backs Graph for completed or scheduled Call Backs Messages Graph for completed or scheduled Messages Next Actions Graph for completed or scheduled Next Actions Appointment Graph for completed or scheduled appointments Sales Graph for completed or scheduled sales Others Graph for completed or scheduled other actions High End Type a numeric value corresponding to the uppermost number to display on the graph s vertical axis For example if experience shows users rarely schedule more than 30 appointments per week entering 30 in the High End field generates a graph with a vertical axis ending at 30 The default zero 0 lets GoldMine generate the high end value based on included data Low End Type a numeric value corresponding to the smallest number to display on the graph s vertical axis For example if experience shows that users have never scheduled fewer than five call backs per week entering 5 in the Low End field generates a graph with a vertical axis starting at 5 0 The default is zero 0 Activity Cd Generates the graph from activity records with the specified Activity Code Use wild cards to select multiple activity codes By default this field is blank to include all activity codes in the graph For more
192. ice 2007 Support GoldMine Plus for Microsoft Office now part of the standard GoldMine installation supports Microsoft Word and Excel 2007 New Postal Code Import QuickStart Wizard Add over 42 000 United States Postal Codes to your database with one click using this new QuickStart Wizard Firebird Native Driver The Firebird Native Driver is now used for the most time intensive operations providing a 400 performance improvement for the slowest operations when using Firebird databases Underlying code changes provide additional 40 performance improvements when using MSSQL databases as well Auto complete capability has been added improving speed and accuracy during such tasks as entering field data or adding recipients to e mail messages Tip of the day offers helpful information about various features in GoldMine each time you open the application 16 Welcome to GoldMine Premium Edition GoldMine User Guide About This Guide This guide introduces you to the main features in GoldMine Premium GoldMine and provides you with answers to basic questions about how it works and provides definitions and procedures for basic functionality Audience and Expertise The information in this guide is intended for users who will use the features of GoldMine This material assumes users have a fundamental working knowledge of the following e Computers and databases e Microsoft Windows operating system e FrontRange Solutions and o
193. ick New File A tlx file is created and the New Dictionary dialog box opens Type the new File Name Select the Language from the drop down list and click OK 11 Click Remove File to delete the current tlx file 12 Click Close to save the settings Retrieving Internet Email To retrieve Internet email within GoldMine using a dial up Internet Service Provider ISP you must use a ISP with true Internet mail access Internet access provided by most commercial online services such as CompuServe or Microsoft Network will not work with the GoldMine Internet email feature You must configure Windows for dial up networking to connect to your ISP NOTE For assistance with setting up Windows to communicate with your Internet service provider contact your service provider You can retrieve email two ways Retrieve Email Manually The default configuration in Windows requires manual dialing 1 From the Microsoft Windows status bar click Start 2 Select Programs gt gt Accessories gt gt Dial up Networking 3 In the Dial Up Networking window double click the icon for your service provider 4 In the Connect To window ensure all settings are correct then select Connect 5 After your computer connects successfully start or switch to GoldMine then retrieve Internet email GoldMine User Guide Contact Communication 223 Retrieve Email Automatically Your Internet Preferences must be configured properly in the User
194. ick the Sign with Digital ID button Your digital signature is added to the outgoing message 234 Contact Communication GoldMine User Guide Reading Email Sent with Digital IDs Receive email messages digitally signed and encrypted from non GoldMine users Senders must have a Digital ID from a valid Certificate Authority before they can send you a signed email To send you an encrypted email message senders must have your Digital ID public key from a valid Certificate Authority When receiving the message GoldMine asks you for your password in the Private Key Password dialog box Signed Icon in Inbox eh Signed with a Digital ID When receiving a digitally signed message the message includes the sender s digital signature and public key When the message signature is verified the Inbox displays a signature icon next to the message When you open the message you are notified if the signature is verified or if the signature verification failed Encrypted Icon in Inbox Encrypted When receiving a digitally encrypted message the message was encrypted with your public key supplied to the sender at an earlier time The message is decrypted using your private key You are asked to supply the password to your private key to read the message Signed and Encrypted Icon in Inbox h Signature Verified Banner on Message fa Digital Signature Verified Failed Encrypted and Signed Icon in Inbox
195. iewaned aon aemmo easel ame Rareeateaet 195 Responding to Meeting lt iiscc sscrsdscasiecssdek sausapdivessecasdecasineagiecnncbiaptbiauieceusecauensapis 195 Shanna Calendar R ROE 196 Skoed CSW roaie is kiak iue apsoeatinsdnied api api ubh cipi EAN AE R 197 Pubhs mne Pier TIMES durerii nn T 197 Contact Communication 199 About Communicating wiit CONAC Sei EE E 199 About the Document C 2 2 0 TORE RENTIDA ERE EEIE EP ERRARE 200 Document nea ena ums alacren slam aenietad 201 Editing Document aR RIRE aes 206 WOES OMICS 5 aecrelt kcrctie dla E eae cece Lae Abe Na neteakemeee 207 Fixme Your Derant Fax cists ssc phe knar aki rE a RAE E tans EERE EED EER ENEE REENER 209 Pratas 20 Using Mal Merge Properties Prime gt 241 Fanning and Tabel 213 CEER rrain nik inira aih EAA E RATAA RAAR RE EE R 213 loemoic toca aeuaeae eemen tas mince aacetauleees 214 Generol Poa Tolaik kenna EaR ERINO DaD T STEA RE aunt 215 Emal TA A eer ne 217 E UCU E E E EE A E E E E E Ss 218 ind Sendia Pail aukeren E ORA 219 aa nia E 222 Crean Ema Tepla Sending Emails from the Document Management Center sssessseeeeseeererrererrrereresrerereees 224 aaa sated RAAE ERER EREE 226 Repiying ioan Spe hocking EmMa renan lees toi eacaah enna an
196. ils window which includes fields and drop down menus that allow you to view and manage details for the specified case e A Case Manager a customizable workspace where you can schedule and manage activities notes tasks and resources for the specified case To switch to the list view use the chevron button in the top right portion of the window Using the Service Center Toolbar List View The toolbar in the service center List View provides elements that allow you to view and manage details for cases Open new cases and create case templates choose viewing and grouping options reassign escalate and resolve cases NewCare el GX Show OoenCarer Gra Reston 1686 Resolve e New Case Click this button to create a new case or template Show Click this button to filter how your Cases list displays information for examples Open Cases or My Group s Cases 0 NOTE The headings will change based on your selections Group Click this button to group your cases by category for example Due Date or Owner Reassign Click on this button to assign a specific case to a new service representative or reassign an existing case to a new service representative Escalate Click on this button to escalate a specific case to a higher priority e Resolve Click on this button to mark a specific case as Resolved and enter resolution notes for the case Service Center GoldMine User Guide Us
197. ime for all selected contacts radio button to schedule the same activity at the same time Select the Schedule a series of activities with different times for different users radio button to schedule a series of activities In the Time area select the following e Start Date Select the start date of the activity e Daily start time Select the start time e Daily end time Select the end time e To skip the weekends select the Skip weekends checkbox In the Set activity start times by area select e Maximum activities per day Select the number of activities to schedule per day Activity duration Select the length of the activity Select Wrap up time after each activity and select the time allowed for activity wrap up Click Schedule to save and close the dialog box GoldMine User Guide Activities 151 Auto Updating Activities Complete or delete activities for a user while working in the Activity List the Opportunity tab Project Pending tab or the contact s Pending tab Auto Update is available on these specific tabs in the Activities List Open To do Alarmed e Others e Calls e Actions Appts e Forecasts Events Use the following procedure to auto update an activity 1 At the Activity List or the Pending tab right click in the tab and select Options gt gt Auto Update Auto Update Activities You may automatically update activities en masse Please choose from the options below to complete
198. ine User Guide ContactManagement 131 3 At the Build a Group based on Filtered Records dialog box select one option e Build on a Filter Create a group based on an existing filter Select the filter Owner in the drop down list and the filter name in the Build on a Filter drop down list e Build Filter Create a filter if one does not exist e Build on an Expression Type a new filter expression or edit the filter expression 4 Click Next Optional Settings The three fields below are optional Selecting a Sort field below will sort group members alphabetically by data in this Sort field 50 66 i You may place information from the group member s contact record or the activity record in the group Reference field by enclosing the field name in braces as in Cal gt Ref Reference 5 The Optional Settings dialog box opens See Group Optional Settings on page 133 132 Contact Management GoldMine User Guide Group Optional Settings When building a group use the Optional Settings to refine your choices 1 At the Optional Settings dialog box select the Sort Field in the drop down list The Sort Field specifies a contact field or user defined field GoldMine sorts the group by Select the field to sort the group by and GoldMine places the value from that field in the group Sort field for each group member s contact record When the group is active group members are arranged
199. information see Using Wild Cards in Activity and Result Code Fields on page 255 Result Cd Type a Result Code to use as the basis for graph data Only activity records with this Result Code are included in the graph Use wild cards to select multiple activity codes The default value for this field is blank to include all result codes in the generated graph This field is available only if Completed is selected for Graph Type From Date Beginning date from which data is graphed The default is the current date This field is available only for a graph of scheduled activities the ending date for scheduled activity graphs is always the current date 254 SalesManagement GoldMine User Guide e To Date Ending date of data being graphed The default is today s date This field is available only for a graph of completed activities the beginning date for completed activity graphs is always today s date e From Time Beginning time included in the graph The default is 12 00 am When combined with the default To Time entry of 12 00 am the graph displays data for a 24 hour period This field is unavailable when generating hourly graphs for completed activities e To Time Ending time included in the graph The default is 12 00 am When combined with the default From Time entry of 12 00 am the graph displays data for a 24 hour period This field is unavailable when generating hourly graphs for scheduled activities e Show Grid Displays
200. ing the Activity List The Activity List displays activities as a categorized list Control actions to perform on activities through the local menus Use the following procedure to use the activity list 1 Select Go To gt gt Activities or select Activities from the Navigation Pane The Activity List appears 2 Select an activity from the View Window see View Window Activity List on page 167 or the browser in the Navigation Pane see Navigation Pane on page 33 The activities are Activities Current List P Open Activities v9 Actions a Appts 1 Calls Sy Events Forecasts p Others JP To do 23 Opp Proj Tasks J Alarmed Open Activities Expand folder and select from the following Actions Display open Actions for this user Appts Display open Appointments for this user e Calls Display open Calls for this user Events Display open Events for this user Forecasts Display open Forecasted Sales for this user Others Display open Other Actions for this user To do Display open To dos for this user Opp Proj Tasks Display open Opportunity and Project tasks for this user Alarmed Display all activities with Alarms scheduled for this user GoldMine User Guide Activities 165 Closed Activities amp Actions SY Appts da Calls a Events F Forecasts EP Others P To do a Opp Proj Tasks Ny Real Time Closed Activities Expand folder and select from the foll
201. ing the Service Center Toolbar Detail View The Service Center Detail View toolbar provides the following elements which allow you to view and manage details for an individual case ABC 0100 23062008 NewCase amp X Reassion Escalate Resolve Abandon Template Analyze Customize Next Activity Last Activity Last Note The Service Center workspace tool bar consists of these buttons e Reassign Click this button to open the Reassign Case dialog box where you can assign a case to a new Service representative or reassign an existing case to a new service representative e Escalate Click this button to open the Escalate Case dialog box where you can escalate the specified case to a higher priority e Resolve Click this button to open the Resolve Case dialog box where you can mark a case as Resolved and enter resolution notes for that case e Abandon Click on this button to mark a specific case Abandoned and enter resolution notes for that case e Templates Select from drop down menu e Save as Template Open the Manage Case Templates dialog with predefined values populated from the specified case e Manage Templates Open the Manage Case Templates dialog with predefined values not populated e Analyze Click this button to open the Case Management Analysis dialog box where you can filter performance data by user You can also export this information to a Microsoft Excel spreadsheet
202. ip tab right click an existing relationship and select New Section The Section Properties dialog box appears Section Properties The entry s title can either be the contact name or any description you enter as the Section Heading Section Heading Link to Art Bardtoll Insert new section Under Manager v 2 At the Section Heading text box accept the default contact as the section heading title or type a new one 3 Select Link to lt contact gt to link the contact to a relationship tree 4 At the Insert new section list select where you want the new relationship to reside and then click OK e Under Manager Places the new section as a subcategory of the manager category Above Manager Places the new section as a separate heading above the manager category e Below manager Places the new section as a separate heading below the manager category GoldMine User Guide ContactManagement 93 Adding Contacts to Relationships Use the following procedure to add contacts to existing relationships and relationship sections creating links between contact records 1 At the Relationship tab select a relationship or section and right click to select New Contact 2 To adda contact select Look up an existing Contact and add it to the Section Launches the Center and lets you search for a contact Double click on a contact to add it to the Relationship Create a new contact and link Launches the Ne
203. ist Right click in the area below the Referrals tab and select New Using the Contact Search Center search for the contact you want to create a link for Double click the contact to launch the Referral Properties dialog box The Refer this contact field displays the active contact record and the To this contact text box displays the contact selected In the Reference fields type a description or select an F2 Lookup description Click Insert Notes to create a date time stamp and then type a note The Audit tab displays historical information Select the Status tab to select the current status from a list that ranges from Initial Contact to Done Select one or more of the options to share with other users and then click OK GoldMine adds a To to the entry in the originating contact record a For to the entry for the contact selected from the Contact Search Center and updates the contact s History record GoldMine User Guide Contact Management 99 About the History Tab 100 The History tab stores completed scheduled and unscheduled activities for the contact The tab displays the following information e Date Date the activity was completed e User Name of the GoldMine user who completed the activity e Activity Type of activity GoldMine records these types Action Next Action Appoint Appointment Call Back Scheduled call Call In Incoming call Call Out Outgoing c
204. ity click Delete When confirmed the activity is deleted without creating a history record 6 Click Close 168 Activities GoldMine User Guide Printing Activities You can print a single activities or all activities for a contact record To print all activities 1 2 3 4 Navigate to GoTo gt gt Activities Right click on any activity and select Output to gt gt Printer gt gt All entries The list of activities opens Click the Printer icon and then click OK To print a single activity 1 2 3 4 Navigate to GoTo gt gt Activities Right click on any activity and select Output to gt gt Printer gt gt Current selection The activity report for that selection opens Click the Printer icon and then click OK To print an activity from the Pending tab 1 At the Contact view double click on a contact ee 5 6 7 At the Contact Detail view select the Pending tab Select the activity you want to print Right click on any activity and select Output to gt gt Printer gt gt Current selection The activity report for that selection opens To print all activities select All entries Click the Printer icon and then click OK To print an activity from the Calendar 1 2 Navigate to GoTo gt gt Calendar Right click on the activity you want to print and select Output to gt gt Printer gt gt Current selection The activity report for that selection opens To print all activities select
205. ividuals groups of individuals or the entire organization e Analyze Users The users included in the analysis your username displays by default To add or change the analyzed users click Select User s e Period Forecasted sales statistics divided into several periods The top portion of the analysis screen shows forecasted sales statistics by week for the next four weeks Total amounts for the four week period display below the weekly section Below the weekly section forecasted sales for the next four months are broken down by month The Beyond line includes forecasted sales scheduled to close after the next four months Grand totals for the lower section display at the bottom of the screen e 7 of Sales The total number of forecasted sales activities scheduled on the calendar for the period e Forecasted The total dollar amount of sales scheduled on the calendar for the period e 9 Prob The average probability of a sale closing in this period calculates by averaging values in the Probability field for all Forecasted Sales activities scheduled in the period 252 SalesManagement GoldMine User Guide e Potential The expected value or weighted value of sales closing in this period This value is determined by multiplying the total forecasted sales amount Forecasted by the average close probability Prob Select User s The Select Users dialog box from which you can select GoldMine users for activity analysis Code
206. ivity to route manage and schedule one or more activities using calls next actions appointments literature requests forecasting sales events to dos and email communication Organize filters groups to work with leads and filter and group Create new add or remove members from existing or modify the criteria of filters and groups To add a current lead to an existing filter or group you must walk through the steps of editing the filter or group For more information on filters see the GoldMine 8 5 Administrators Guide 292 Marketing Tools GoldMine User Guide About the Campaign Management Center One of GoldMine s marketing tools this interface lets you view customer interactions from initial contact to closing the first sale to future purchases Use the Campaign Management Center Web Import and the Leads Management Center to design test and implement customer treatment strategies and campaigns to improve marketing efficiency and measure effectiveness By tying sales and marketing promotions with customer data you can provide consistent personalized customer experiences The Center interface contains three panes a menu and a toolbar The navigation pane tree view displays each campaign Expand a campaign in the tree to reveal its Open Completed and Contacts folders Select a folder to display details and contact names in the right panes The Center tracks open completed activities and which customers have been cont
207. jects The Notes tab displays a general text box Edit the notes using the local menu Use the following procedure to edit notes 1 In the Opportunity or Project Manager click the Notes tab in the lower pane 2 To add a note click the mouse in the text box A blinking cursor appears Type text to add to the note 3 To edit the note highlight the text to alter and right click 4 At the local menu complete the fields as needed Editing Details Links In the Opportunity or Project Manager the Details Links tab links documents program executables and Web sites to the opportunity or project The tab displays Item Reference and Linked Document columns Edit the Detail Links information using the local menu Use the following procedure to edit details and links 1 In the Opportunity or Project Manager select the Details Links tab in the lower pane 2 To change the options on a detail or link right click and select Edit 3 At the Detail Properties dialog box complete the fields as needed e Item Type or select a name for the detail from the F2 Lookup list e Reference Type or select a description of the item or if you are linking a Web site type the URL For example www frontrange com Document is GoldMine Merge Form Select this option if linking a Word document you used with the document merge functionality e Allow File to Synchronize Select a Detail Link to synchronize to remote users e File Name Browse t
208. k Add note The Notes area opens 2 After completing the note click the Save button 3 An Alert of Suggestions window appears Use the suggestions if you need them The note appears in the Notes tab with a timestamp 4 To edit a note select the note right click to bring up the local menu and then click Edit 5 To delete a note select the note right click to bring up the local menu and then click Delete Track daily interactions with the contact on the History tab This tab has an extensive notes field and is easy to sort and search About the Referrals Tab Referrals create a link between two contact records in the database When a prospect is referred to a salesperson a record of the referral is maintained here After you establish the link jump to the linked contact record by double clicking on a referral record The tab contains Date Date created Referral Name of the company linked to the referral record Reference Detailed information reason for the referral User Name of the user creating the referral record 98 ContactManagement GoldMine User Guide GoldMine adds a To to the entry in the originating contact record adds a For to the entry for the contact selected from the Contact Search Center and then records the action in the History tab Use the following procedure to create referral records 1 Click on the Referrals tab or click the down arrow and select Referrals from the drop down l
209. l Settings dialog box opens See Group Optional Settings on page 133 Group Based on Completed Activities 1 In the Group Building Wizard select Completed history activities and click Next At the Build a Group based on Completed Activities dialog box in the Range area select e User Select a user in the drop down list e From Date Type or select the date from the F2 graphical calendar e To Date Type or select the date from the F2 graphical calendar e Activity Type the activity code e Result Type the result code In the Activity Type area select All Activities or a specific activity Click Next and complete the Optional Settings dialog box opens See Group Optional Settings on page 133 134 Contact Management GoldMine User Guide Building a Group Based on Supplemental Contact Data 1 2 In the Group Building Wizard select Supplemental contact data and click Next At the Build a Group based on Contact Details dialog book select an option e Details Builds the group based on detail records e Document Links Builds the group based on linked documents e Additional Contact Builds the group based on other contact records e Referrals Builds the group based on referral records If you select Details type or select a value from the F2 Lookup list to limit the detail based group to a particular detail for example email address This option is not available with the other options
210. l contact records Click Next Delete Old History Records GoldMine will delete ALL history records before a specified date unless a filter or group has been activated Enter the cutoff date gt Please type Delete Old History Records Filter ALL Contact Records 5 J Nea 88 Contact Management GoldMine User Guide 4 If you selected Delete old history files select a date from which you want files deleted If you want all files deleted up to 10 01 for example select that date Then type in Delete All History Files This requirement reduces the possibility of an unintentional deletion of contact records Click Next Delete ALL Contact Records GoldMine will delete ALL contact records in the database along with their related additional contacts profiles and referrals unless a filter or group has been activated To delete activity records linked to the contact s select one or more of the following options C Delete contact s history records C Delete contact s scheduled activities C Delete contact s opportunity project records C Delete contact s cases records Please type Delete ALL Contact Records Filter ALL Contact Records If you selected Delete ALL filtered contact records complete the delete window For instructions on completing this window see Deleting Contact Records on page 85 Then type in Delete All contact records This requirement reduces th
211. label 9 TIP To sort opportunities or projects in alphanumeric order 7 To complete an opportunity select the opportunity right click and select Win or Lose Creating Opportunities Use the following procedure to create an opportunity in the Opportunity Manager 1 Select Go To gt gt Opportunities 2 At the Opportunity Manager window click New on the Opportunity Manager toolbar or Right click and select New gt gt New Opportunity from the local menu 3 At the New Opportunity Prompt dialog box click e Yes The Opportunity Wizard opens See Using the Opportunity Wizard on page 274 to continue this procedure e No The New Opportunity dialog box appears Go to step 4 4 Configure these settings e Company The company in the current contact record populates this field To change the contact click the Search button and select a company from the Contact Search Center e Contact Select the primary or additional contact in the drop down list Available contacts are those associated with the selected company The Contact field label will change according to the type of record selected For example if the selected record type is Car then the field label will appear as VIN with a drop down list of Vehicle Identification Numbers GoldMine User Guide Opportunity and Project Management 1 Type Defaults to Opportunity and cannot be changed in this dialog box Templates of User Select the user who is the owner
212. lect Actions gt gt E mail or Schedule gt gt GoldMine E mail From the E Mail Center click New Message in the toolbar The Edit E mail dialog box opens At the Subject drop down list select the template To select the template of another user click Select Template User Edit the message as needed Click Send to send the message immediately or Queue to queue it for sending at the times defined in the Server Agents Administrator For more information about the Server Agents see the GoldMine 8 5 Administrators Guide GoldMine User Guide Contact Communication 227 Configuring the E mail Center Use GoldMine for your email by acquiring an email account and setting up your system to access the Internet e mail account Your administrator can configure settings to e Format outgoing messages e Handle incoming messages e Add Internet e mail accounts e Customize the GoldMines E mail Center e Define advanced settings to apply globally to the E mail Center existing attachment files message operations and data imported from a World Wide Web www site For information and procedures to configure the E mail Center see the GoldMine 8 5 Administrators Guide Creating Email Rules Create rules set to specify conditions and actions for handling email For example use email rules to filter incoming messages minimizing the amount of unwanted email Your administrator can set up email rules for you For more information see t
213. lendars 187 Configuring Free Busy URLs For more information on configuring IIS to access ifb file types see the GoldMine 8 5 Administrator s Guide About Scheduling from Meeting Requests 188 The GoldMine Meeting Request option emails meeting request to GoldMine Outlook and other iCalendar enabled applications You can Be the meeting organizer or the recipient of the e mail meeting request Schedule an activity from a Meeting Request received in your e mail from a contact whether the sender created the activity in GoldMine or another iCalendar enabled contact management application e Retrieve the meeting notice as you would in other Internet e mail After retrieving the notice if you accept GoldMine records the activity in your Calendar e GoldMine decrypts the winmail dat meeting requests created by Outlook and displays them to users making it easier to work with Outlook generated meeting requests When retrieving e mail messages from GoldMine s E mail Center the incoming messages look like the following BEGIN VCALENDAR PRODID FrontRange Solutions GoldMine 5 7 EN VERSION 2 0 METHOD REQUEST BEGIN VEVENT ORGANIZER MAILTO username global not ATTENDEE CN Jerry Gooligan ROLE REQ PARTICIPANT RSYP TRUE MAILTO user1 obal not DTSTART 20020608T 1700002 DTEND 20020608T1 700002 TRANSP OPAQUE SEQUENCE O 1D 39304544334459292E5B244D4F307 B global not DTSTAMP 20020607T14421
214. lignment By performing this filter qualification process GoldMine automatically includes records with changes affecting Territory Realignment in the current synchronization session This ensures the remote sites update on the next synchronization SalesManagement GoldMine User Guide Using the Territory Realignment Wizard The Territory Realignment Wizard reassigns contacts and scheduled activities Use the following procedure to use the territory realignment wizard 1 2 3 8 Select Tools gt gt Data Management gt gt Territory Realignment At the Territory Realignment Wizard click Next At the Filter Selection dialog box select the filter or group in the drop down list To change the filters or groups to those of a different owner select lt Filters of gt or lt Groups of gt e At the Select a User dialog box select the user in the drop down list and click OK to return to the filters and groups drop down list Select the filter or group and click Next At the Replace dialog box replace the data in up to two fields and change the owner in the third In the Replace drop down list select the field to replace In the with field type or select the value to appear in that field In the third Replace field you can reassign record ownership Select Owner in the drop down list In the with text box select the new user or user group to which you are assigning ownership of the contacts NOTE Territory Realig
215. lly permitted and for the limited purposes specifically contemplated by applicable law c Commercial Exploitation You may not distribute rent lease or transfer the Licensed Software or any portion thereof You may not use the Licensed Software or any portion thereof in a commercial hosting application service provider or service bureau environment d Non Production Copies Temporary Licenses You may make one copy of the Licensed Software for safekeeping purposes and as permitted in the Documentation The original copy of the Licensed Software and all copies that You may make may not leave Your control If the Licensed Software is provided for testing or other nonproduction purposes You may not use it in a production or live environment and Your right to use the Licensed Software is limited in accordance with the terms under which You received it In addition if the Licensed Software is provided on a trial evaluation pilot or other temporary basis then notwithstanding anything to the contrary in Sections 1 6 or elsewhere in this EULA it may only be used for the time period specified by FrontRange and if none specified then no more than 30 days is provided on an AS IS basis without warranty and Your right to use it may be terminated for convenience by FrontRange Upon termination of any temporary license You agree to return or destroy all copies of the Licensed Software e Subscription If You licensed the Licensed Software on a
216. lter The New Filter dialog box appears Type a name in the Filter Name text box Select a filter owner from the User drop down list Click OK The filter is saved and the name appears below the specified user s filters in the Filters tab of Filters and Groups Use the following procedure to save search criteria as a group 1 After creating a search in the Contact Search Center save the results as a group and click Save fal Save 9Print Scheduh Save as Filter Save as Group Copy to Clipboard Export to Word Export to Excel The Save menu opens Select Only Tagged Records to save only tagged records in the new group or All Listed Records to save the entire list of records GoldMine User Guide ContactManagement 103 3 Select Save as Group The Group Profile dialog box appears In the Group Name text box type in a name In the Code text box type or select a code from the F2 Lookup list From the User drop down list select a group Click OK The results are saved and the group name appears below the selected user s groups in the Groups tab of Filters and Groups Searching for Contact Records Searches can be based on indexed fields primary and additional contacts email addresses and user defined fields Use the following procedure to search for a contact record 1 Open a contact record 2 In the contact record do one of the following to open the Contact Sear
217. m a mal merge or capos web inate Godane 3 Campags Manager mil help mate Cadans Carpay Usrager sioen nateng to 990 Seine arc track the wanes of CITES taka and contacts 19 be For meae the Campagr Manajemen Certe cam be vied parton a nai merge eth ISAS ntmstcn stat you Company s products senaces E cam ates be used to conige fistinport captas nade wating your wet site an a vent of a caf te action or promenos To create a campagn ha the spacebar key and select New or cick the Mew Campa bunos on the For more information and procedures for using Campaigns see Marketing Tools on page 291 30 Getting Started GoldMine User Guide Service Center This window allows your service professionals to assign escalate and resolve customer service requests For more information on the Service Center see Using the Service Center on page 304 Leads The 0243006 eats Waragemect Center betes you manage you lence st 250003 stages of the sates cycle The Leads Managiment Carter proces p sat of tooit that arest yos m 0460 Ganering and ndes you lads and more rupert heads ints Goldtone 9 Gasna y powertd moon toos sios yos 10 moon isats bom s Of Stren tie omats chuong BASE Text anc A thes To bega the mpot process gt import leste ngon eat Assign a Source Code 9 the ies yas mae T
218. me of a label Inthe Default Label list find the label name you want to change Click once next to the field under the New Label list A text box opens e Type in the new label name and click OK e At the message click Yes 5 Click the Tabs tab Select from the following options NOTE For each tab title listed clear the associated checkbox to hide tab from view e Move Up Repositions the tab Select a tab and click Move Up The tab moves up one position e Move Down Repositions the tab Select a tab and click Move Down The tab moves down one position e Customize tab labels globally Applies changes to all users Select the checkbox if you want changes to apply to all users e Rename Renames the tab Select a tab and click Rename At the Edit Tab label dialog box type in the new tab label and click OK The new tab name appears e Reset Return the tabs to default order 6 Click the Options tab and select the When adding a New Opportunity Project prompt the user to use either the wizard or the manual method checkbox and then click OK GoldMine User Guide Opportunity and Project Management 269 Using the Opportunity Manager Use the Opportunity Manager to oversee complex sales involving many components The Opportunities tab in the lower pane of the contact record displays the opportunities associated with the contact 1 2 Select Go To gt gt Opportunities At the Opportunity Manager use the toolba
219. ments programs and other files linked to the Contact Record Local menu Also known as a shortcut menu the local menu provides quick access to a set of commands affecting only the current browse window tab or pane LogStamp Contains the time and date that the record was last changed Macros A series of commands and or keystrokes that launches or runs a action Maintaining Process to improve performance by regenerating indexes packing and rebuilding tables and sorting and verifying data The maintenance of the database should be performed by the system administrator or manager Members tab Lists the contact Groups of which the Contact Record is a member Merge codes Three character codes used as the basis for e mail and document merging for mass mailings N Net Update Process of updating GoldMine over the Internet Notes tab Free text notes associated with each Contact Record GoldMine User Guide Glossary 329 ODBC Open Database Connectivity Operator Specifies the value a field must have to be included in a record selection criteria Examples of operators include the following equal to greater than lesser than or equal to Opportunity Involves a group working as a team with multiple organizations and contacts to successfully close a complex sale Opptys tab Displays the Opportunities associated with the Contact Record Organization Chart Graphically displays contact information and organiz
220. mplete e Assign Contacts Opens the Contact Search Center e Expand Collapse Opens or folds up sub entries in the navigation pane e Expand All Opens all folders in the navigation pane e Refresh Updates campaigns listed in the navigation pane Campaign Management Center Toolbar agr xi New Campaign Launches the Campaign Creation Wizard Clone Campaign Copies selected campaign to a new campaign Rename Campaign Changes given name of a campaign Delete Campaign Removes selected campaign New Task Adds new task to selected campaign Complete Task Updates a task to Completed Delete Task Removes selected task from campaign Task Properties Modifies selected campaign task Assign Contacts Opens the Contact Search Center Configure WebImport Displays the WebImport Profiles dialog box eb gt lt gt le le GoldMine User Guide Marketing Tools 295 Using the Campaign Management Center Create modify or delete campaigns using the Campaign Management Center Use the Toolbar or Navigation Pane Menu to access actions Use the following procedure to create modify or delete campaigns 1 Select Go To gt gt Campaigns or click Campaigns in the Navigation Pane 2 At the Campaign Management Center click OK 3 At the Campaign Management Center dialog box select an option Create Campaigns See Creating Campaigns on page 296 Clone Campaigns See Cloning Campaigns on pa
221. n a separate window appearing in front of the current contact record which remains in your work area The new record becomes the active record 5 In the Duplicate Checking area select the fields to be checked for duplicate data in other contact records If GoldMine finds a match you will receive a warning that the record already exists and it asks you whether to proceed e Company and Contact name Click on this checkbox to have GoldMine check the company and contact names and displays a warning if they already exist e Phone number Click on this checkbox to have GoldMine check the Phone 1 field for existing records that have the same telephone number as the one entered for the new contact e E mail Click on this checkbox to have GoldMine check the email address to see if it already exists 6 Click OK GoldMine User Guide Contact Management 79 Duplicate Warnings GoldMine checks company names contact names phone numbers and emails for possible duplicates If a duplicate exists a warning appears Duplicate Company or Contact Names If you create a new record and enter a company name or contact name that already exists for another record the following dialog box opens Warning duplicate account creation Goldmine found the following accounts already exist Company Contact Phone E mail ABCD 925 555 1212 test2 frontrange com e Click Show Contact to see the record that contains the duplicate name e Click A
222. n GoldMine Creating Telemarketing Scripts Use the following procedure to create a telemarketing script Select Go To gt gt Scripts At the Script dialog box click Maintain Scripts The Branching Scripts Listing dialog box opens It lists the script names in the main pane and the number of times it was run Click New The Branching Scripts Profile dialog box opens 242 Contact Communication GoldMine User Guide Branching Scripts Listing Dialog Box The following buttons appear on the Branching Scripts Listing dialog box New or Edit Opens the Branching Script Profile dialog box Click New to create a telemarketing script Delete Removes the script Reset Resets the selected script statistics including all response percentages and the number of runs Close Exits the dialog box Branching Script Profile Dialog Box The following options appear on the Branching Scripts Profile dialog box Number Determines the location of the script in the browse window Lower numbered scripts appear higher on the list Script Descriptive title for the script Existing questions display in the Script Questions pane e New Displays the Branching Script Question dialog box where you add a script question e Click New to create a telemarketing script Edit Displays the Branching Script Question dialog box where you edit the highlighted script question s number title or responses Delete Deletes the selected sc
223. nced 116 Setting Universal Search 0 1 cis coniceetay aoisseiees iiir ki euri euen uero kore carte RNEER genbdtaect paseo nants pi 118 Format of Queries anc Results at Searches cco isciscnsuciaves enaere ae EN aN EEEREN 125 General Porma ins 35 5 ccs abt ease nied aces apis EERE RERET EnS N 125 0 eres ere A 125 AEE I A T E E E E A 126 From where wps PIED eearri e e A 127 e a E E E E E E E E aa kes 127 127 Ea Ar AE T EP E EE E E melanie metaaiage 128 the Contact Search Cenie parmense EAE 128 Using Filters eres and Camps 128 Fliers and COUP Sae nua wuts 128 POS T TE 128 Etape mene ee ee reese ee Aer ree Se ene ere ee eee ee ee ee ee 129 130 tas terastnenciae E ee mat au titers 130 How Groups FU 8 130 Group Members Local 0 metelmelnenratuanaeeaeieetee 131 TAD 132 WRT AON os ci i cata aba cas bcabiereca A conan ye O 133 Groups Based on Filtered RECOPA S entin cicc signee sane stants tnee shancapses ubbos ensedabene apis REKTE pN REVET REPERA 134 Croup Sene Seain EE E ATERN 135 Group Based on 250 136 Group Based on Completed Aci vies eal 137 Building a Group Based on Supplemental Contact Data eee ee cee eeeceeeeeeeeseeeneeseenaes 137 SEARCH as E RERE 138 Usma Pe aT PUTS pirri inperk S E R R 138 Acman and Rel
224. ncluding without limitations any United States or foreign Export Control laws or regulations and all applicable data protection SPAM privacy laws and regulations As part of the registration process You may provide user information Any personal information collected 1 will be used solely for registration and license limit auditing purposes and to provide You with important information about the Licensed Software 2 will be stored in computer servers with limited access that are located in controlled facilities 3 may be stored and processed in the United States or other country and by using the Licensed Software You consent to any such transfer of information outside of Your country 4 may be stored for as long as the EULA is in effect 5 will not be shared with any government agency private organization or the public except that Customer s corporate name may be used as a reference company in the context of sales presentations and marketing activities United States Government Restricted Rights THIS SECTION APPLIES ONLY TO LICENSING OR USE BY THE FEDERAL GOVERNMENT OF THE UNITED STATES 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 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 agen
225. nd Contact 4 The Company field defaults to the active contact record Click the Search button to launch the Contact Search Center and then select the new contact record 274 Opportunity and Project Management GoldMine User Guide 4 Contacts and additional contacts available in the Contacts drop down list are associated with the selected company Select the contact for the opportunity and click Next Opportunity Wizard Description Enter or select a descriptive name for the opportunity below Business Oppty gt You may create this opportunity based on a template by selecting from below or you may accept none to create a free standing opportunity Templates of User USER USER Please select a template of the selected user none v 5 At the Description dialog box complete these fields Enter or select a description for the opportunity below Type or select a name from the F2 Lookup list Templates of User Select the user or user group in the drop down list Please select a template of the selected user Select in the drop down list The templates displayed are owned by the user selected in the Templates of Users field Click Next 6 At the Overview dialog box complete these fields Manager Select the owning user or user group in the drop down list Code Type or select a code from the F2 Lookup list Probability Type or select the percent probability
226. nd Delete ALL contact records Global Replace commands Synchronize commands Export contact records command To Activate a Filter Navigate to Tools gt gt Filters The Filters and Groups dialog box opens On the Filters tab highlight a filter and click Activate The active filter name appears in the contact record title bar The filter remains active until released To Release a Filter On the Filters tab highlight a filter and click Release The filter is deactivated and you can now access the entire database GoldMine User Guide ContactManagement 137 Activating and Releasing Groups When selecting this command GoldMine s database opens containing only contact records that are members of the group After you build a group it must be activated before it can be used in an operation Create activate and release groups in the Contact Search Center Use the following procedure to activate a Group 1 Select Tools gt gt Filters 2 At the Filters and Groups dialog box click the Groups tab 3 Highlight a group and click Activate Use the following procedure to release a Group 1 Select Tools gt gt Filters 2 At the Filters and Groups dialog box click the Groups tab 3 Highlight a group and click Release 138 Contact Management GoldMine User Guide Activities About Activities An activity is a time specific or event based action linked to a contact You can schedule view and complete activi
227. nd VoIP Voice over IP technology to place and answer contact calls The SIP Proxy not included with GoldMine must be configured and its functionality verified by an administrator Your administrator can then configure GoldMine to make and receive calls through the SIP Proxy Server by setting SoftPhone preferences For more information on configuring Softphone see the Goldmine 8 5 Administrators Guide Using SoftPhone 1 Select Actions gt gt Call Contact gt gt Launch SoftPhone The SoftPhone control dialog box opens 2 Use SoftPhone to Answer incoming calls manually Dial phone numbers Transfer calls Hang up place calls on Hold and make Blind Transfer calls to another number or GoldMine user GoldMine User Guide Contact Communication 245 GoldMine reads the phonel phone2 and phone3 fields and pulls those numbers into the Contact Numbers area Click a number to dial it users can create and use as extra phone fields If the name starts with UPHONE GoldMine recognizes the field as an extra phone field 0 NOTE UPHONE fields are user defined fields GoldMine After placing or receiving a call adjust the speaker and microphone volume To use SoftPhone by default select Tools gt gt Options gt gt Telephony and select Use SoftPhone by default About Personal Contacts To keep a separate phone log for other important or commonly used telephone numbers use the Personal Contacts feature to maintain a private file you
228. nd select new beginning and ending dates and click and then click Refresh To look for a compatible time click Find Time scan option e Select dates and the activity duration and click Find Time e Scan Settings changes to display the date being scanned and the time GoldMine scans for a time based on the duration of the activity The Duration defaults to the duration specified on the Detail tab but can be modified on the Free Busy tab in to successfully schedule an activity Select another tab or click Schedule to add the activity to the calendar 148 Activities GoldMine User Guide Scheduling Recurring Activities Schedule recurring activities based on any interval of time for example schedule a weekly sales meeting for the next 3 months an appointment on the same day each week over the next 12 weeks or a reminder to send important clients a birthday card the week before their birthday each year Recurring activities can schedule follow up calls or any type of repeating tasks They contain the same information as a nonrecurring activity including alarms and notes Important Considerations e The Hourly scheduling option is unavailable when scheduling forecasted sales e Settings defined in the Advanced Recurrence dialog box override settings defined in the Recurring tab of the Schedule dialog box For example if the Fixed Frequency is defined as Daily in the Recurring tab yet you select Monthly in the Advanced Recurrence di
229. ndars to determine their availability specify attendees and resources All potential attendees must maintain their daily schedules in GoldMine and the contact s free busy times must be configured in GoldMine After selecting the meeting time GoldMine schedules the meeting and informs participants Use the following procedure to schedule an activity based on available times 1 5 In the Schedule lt an activity gt dialog box click the Free Busy tab The busy time pane displays availability of selected users resources and the contact Click Options to specify what types of appointments are scanned and your display options In the Display area If you selected Show Contacts the contact adds to the display e If the Internet free busy information is not configured or the contact does not publish his or her free busy information the contact s busy time displays the message Internet Free Busy information is not available click here for help Use the Add Free Busy URL dialog box to can add the URL where the contact s free busy time is published The URL you add in the dialog box is added to the contact s Edit gt gt Record Properties gt gt Contact Details gt gt Free Busy tab The Scan Settings area initially displays a Start Date End Date and Duration The values in these fields default to the values specified on the Detail tab To expand the busy time display click on the arrow to display the F2 graphical calendar a
230. ng Started 29 Campaigns This window allows you to view customer interactions from initial contact to closing the first sale to future purchases When you click on Campaigns the first window that opens is a Welcome to the Campaign Management Center Campaign Management Center Campaign Management Center Welcome to GoldMine s Campaign Management Center The Campaign Management Center offers you a centralized location to track activities and contacts associated with a marketing campaign or promotion Whether you need to send an e mail perform a mail merge or capture web leads GoldMine s Campaign Manager will help make your marketing campaign a success GoldMine s Campaign Manager allows marketing teams to easily define and track the status of campaign tasks and contacts to be touched For instance the Campaign Management Center can be used to perform a mail merge with introductory information about your company s products or services It can also be used to configure Weblmport to capture leads visiting your web site as a result of a call to action or promotion To begin working with the GoldMine Campaign Manager please click OK 17 Don t show me this message again Wiekcome to Goldtine s Campaign Management Center The Campagn Management Cortar offers you a centratined locaton 19 tiack acites and Contacts 390010000 meh a marketing campa er prematen Prather you need to send an enai peto
231. nment changes the owner but not the 0 curtaining level To globally change record curtaining see Technical Document 362 Using the Global Replace Wizard at support frontrange com Click Next To Reassign the Activities of a Particular User 1 To reassign the activities of a particular user select the user s name in the Reassign the activities of this user drop down list In the To this user drop down list select the new user who will be responsible for the activities GoldMine User Guide SalesManagement 265 3 In the Activities ranging from date field type or select the starting date from the F2 graphical calendar 4 In the to date field type or select the ending date from the F2 graphical calendar 5 In the Please select the activity types to reassign to the new user area specify the activities to be reassigned The View types are e Call Backs Scheduled outgoing telephone calls to make sometime in the future e Messages Scheduled e mail messages e Next Actions Scheduled manual tasks such as sending literature delivering samples shipping products and so on e Appointment Scheduled date specific meetings with contacts Can also schedule conference calls e Literature Request Scheduled fulfillment and shipping of brochures price lists and other mass printed documentation to one or more contacts e Forecasted Sales Scheduled activities indicating the anticipated close date of a pending sale with
232. ntacts The sale may involve multiple products or services as a package deal where the customer purchases a part of the package but renegotiates other parts into a different package The Opportunity Manager window contains relevant information needed to track a medium to long sales cycle involving multiple contacts issues and activities Use the Opportunity and Project Manager windows to view details of the opportunity or project from initial contact to a closed sale The sales team can view summary and detailed information about forecasted sales and activities linked to the opportunity As the project or opportunity progresses a complete record of associated activities ensures the team is making a coordinated effort to complete the sale The team can also see the decision makers and linked contacts in the project and act accordingly GoldMine User Guide Opportunity and Project Management 267 Customizing the Opportunity and Project Managers Properties Opportunity and Project share the same table fields and user defined fields Modify the field labels or reorder and hide tabs of an opportunity listed in the Manager Use the following procedure to customize the opportunity and project properties or contact your administrator 1 Select Go To gt gt Opportunities or click Opportunities on the Navigation Pane The Opportunities window opens e To customize Project Manager select Go To gt gt Projects or click Projects on the Naviga
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234. o include in the report Digital ID Digital signature and encryption keys sent with e mail messages E Entity Used to refer to a single record type Consists of a customized combination of primary fields views custom screens and GM Views Event Step by step instructions contained in an Automated Process or track that GoldMine must evaluate to perform a specified series of activities An event consists of a trigger and an action An Automated Process consists of a sequence of one or more events F F2 Lookup Special type of browse window that can be customized to contain frequently used or code specific entries Security options can control F2 lookups to ensure user input and allow standardization of data Field typing Customizing field labels and colors using direct data or dBASE expressions Fields tab Displays user defined fields grouped together in user defined screens File code The unique 3 character identification assigned to each Contact Set enabling synchronization and backing up Filter Sort condition used to select a subset of records from the entire database Force log out Forces users out at a particular time or when inactive for a period of time Free busy times Free and busy calendar times published to file ftp or http locations and made available to other users G GM ini A file located in the GoldMine directory containing commands for general GoldMine operation The most important are th
235. o apnge 9 96 Code to you leads click Assign a source code Assan a aasa code Aeatyre Lente Tho Leeds tae haiyo you masowo Go nium oa yon matatag estmost ty EDAG STE wach 58 cont per aad and sales success rates Ta analyze you leads chch Analyze Amign a Merge Code Merge code alow you te Deter Coordinate your mal ermal mange efits To pesg a mange Code wate 10 yer beads chct Assign a merge code Aang merge cade Assign an Owner Manager e Record cwnersinp Rips yeu Lane gt of you Meads by Gelang mho Cam update thew and how much of thee 9 other Can see To aenga an chch Assign an camer manager baagan manage Asuign an hutemated Process Apormated Procesaes Seip you atomare comme burners tasha much an sentry enais nat or achedsing anter Te song a Atomated Process you leads cich Assign an Automated Process am Automates Process an Actviny 0 306020063 calendars apatites help you heap m touch wth you wada set emden and more To schedule an 6 select the actly type and cich the Schedule cen setes a 2 This window provides a sequence of activities to help manage marketing activities related to the base of contacts and potential leads It provides a set of tools that assist you in defining leads For more information on the Leads see Marketing Tools on page 291
236. o begin using GoldMine it is not necessary to re key existing contact information Instead you may import existing contact data by location the database source and then mapping the fields in that source to GoldMine fields using a predefined import profile Click Next to continue 3 Click Next 68 QuickStart Wizard GoldMine User Guide QuickStart Wizard Import Contacts 1 Select map and import contact data from supported database sources If you are currently using a competitive product you may import that data directly from GoldMine if that product is included in the list below In addtion to the supported products you can also import from dBase files text files and MS SQL databases Choose the product or data file type from the list below and click Finish GoldMine will then take over ACT for Windows 2 0 to 4 0 4 Select the contact management application you are importing from in the Choose the product from which you are importing drop down list Select one ACT for windows 2 0 through 4 0 ACT 6 0 Lotus Organizer 6 0 Microsoft Outlook 2003 and 2007 Firebird or Microsoft SQL Server database table dBase files DBF Delimited text files Comma tab etc Text files with fixed length fields If importing from a source different from these options use the import options in GoldMine Select File gt gt Import and Export gt gt Import contact records 5 Click Finish The Alert win
237. o column would display the contact to which the file was linked All Brings up results of all 3 To open the file you are looking for do one of the following Double click on any of the links in the grid such as Name or Title 4 Right click on the line of the contact and select Go to Contact Opens the contact window with the selected contact Go to Found In Drills down on an object type Output to Printer Excel Word The output to printer option generates the system report associated with this area It displays the report in a tab or window from which it can be printed Save as Save as a New Group or an Existing Group If you tag a Contacts type result this option allows you add the contacts to a new group or an exiting group GoldMine User Guide ContactManagement 3 Using the Universal Search Advanced Feature The following procedure provides the steps for more advanced searches 1 For advanced search options click on the Advanced checkbox The Advanced Search window opens Search smith Go MAdvanced Find these items Cases E Mails Knowledge Base Opportunities Activities Contacts Files Notes Projects Campaigns Details History Within these records Choice All Contacts v 2 Atthe Find these items area select the area where the search item resides You can
238. o the location of the document or exe to link 4 To launch a linked document or exe highlight the detail right click and select Launch 5 To launch a linked Web site highlight the detail right click and select Launch Web Site from the local menu 284 Opportunity and Project Management GoldMine User Guide Editing Pending Activities for Opportunities and Projects The Pending tab displays Activity Date Time User Code Contact and Reference columns Edit the pending activities using the local menu Use the following procedure to edit pending activities 1 In the Opportunity or Project Manager select the Pending tab in the lower pane Right click and select Zoom The Scheduled Activity Zoom window opens e Scroll through the activities by clicking Next and Previous e Click Complete to complete the activity or Delete to remove it from the list To complete an activity and file it in the History tab right click and select Complete At the Complete an activity dialog box update the fields and click OK To schedule activities right click and select Schedule and select an option To quickly send an email to the linked customer on a pending activity right click and select Reply e At the Reply to an Activity dialog box file the email in History delete it or retain it in the inbox Notes can carry over To display only pending activities that meet a particular criteria right click and select Options gt
239. ocate a particular record use the Find option e Right click and select Find e Type a character string in the Find What box on the Find dialog box A character string is any series of alphanumeric characters including spaces treated as a group 5 To send the data in the History tab to an outside format right click and select Output to Send the data to the printer as a GoldMine Report Word Excel or the clipboard 6 To remove the record from the tab right click and select Delete 286 Opportunity and Project Management GoldMine User Guide Editing Projects The Project Manager Contacts tab displays the Company Contact Title and Role of related contacts Edit the contacts using the Contacts local menu Use the following procedure to edit a project 1 In the Project Manager select the project to edit 2 Right click and select Edit 3 At the Project Properties dialog box appears edit the fields as needed and then click OK Creating Project Templates Use the following procedure to create a project template 1 Select GoTo gt gt Projects 2 At the Project Manager window click the Toggle to Show Templates button The upper pane switches to the project templates and the first column is labelled Project Template 3 Right click in the upper pane and select New from the local menu The Project Templates Properties dialog box opens The settings you configure in the template are used when an oppor
240. of success Stage Type or select the stage the opportunity is beginning at This field commonly defaults to 10 Initial Contact Source Type or select the source of the opportunity from the F2 Lookup list GoldMine User Guide Opportunity and Project Management 275 e Start Date Type or select the starting date from the F2 graphical calendar e Close by Type or select the ending date from the F2 graphical calendar Click Next 7 At the Influencers dialog box click New Edit or Delete and complete the appropriate window Opportunity Wizard Details Links You may enter detail information and link any associated documents to the opportunity l ltem Reference Document Click Next 276 Opportunity and Project Management GoldMine User Guide Opportunity Wizard Finish Please confirm the following information for this opportunity If the information is correct click Finish to add this opportunity Manager 38 E gt Probability 0 gt Forecast 0 Target Close 1 0 15 2008 gt 8 At the Finish dialog box complete these fields e Manager Select the user or user group in the drop down list e Probability Type or select the percent probability of success from the F2 Lookup list e Forecast The field auto populates based on data entered in the Forecasted Sales dialog box e Close by Select the closing date from the F2 graphical calendar 9 Click Finish The o
241. of the template Please select a template of the selected user Select a template in the drop down list See Creating Opportunity Templates on page 273 5 Click OK 6 At the Opportunity Properties dialog box select Opportunity Change the opportunity name as needed Company Defaults to the company selected on the previous dialog box Type a new company name as needed Manager Select the user who will be the opportunity manager in the drop down list Code Select the opportunity code by typing or clicking the F2 Lookup arrow Status Type or select from the F2 Lookup list Stage Type or select from the F2 Lookup list Source Type or select the opportunity source from the F2 Lookup list Units Type the number of units forecast for the opportunity Price Type the price per unit Probability Type or select the percentage from the F2 Lookup list Forecast Automatically calculates a forecasted sale amount based on the Units and Price or type or select the forecasted sale amount from the F2 Lookup list Closed Amt Updates with the final amount of a successfully closed sale based on the forecasted amount Start Date Select the date the opportunity starts from the F2 graphical calendar Close by Select the date the opportunity should end from the F2 graphical calendar Actual Close Defaults to the date displayed in End Date Updates when the opportunity is actually completed 7 Click OK to return to the Oppo
242. og box to modify a previously assigned quota 3 Select Close to exit the dialog box Using Sales Analysis GoldMine can generate a summary analysis of sales performance by one or more individuals This analysis displays actual numbers and percentage of goal figures for quotas forecast sales and closed sales for a specified period of time 1 Select Go To gt gt Analysis gt gt Sales Analysis The Select Users dialog box appears on top of the Sales Analysis dialog box to select the users to analyze Select users or groups of users if necessary GoldMine User Guide SalesManagement 259 2 Configure the following options From Date Sets the first date of the period to include in the analysis To Date Sets the last date of the period to include in the analysis To reflect an accurate quota amount type From and To dates corresponding to the quota periods defined in the Quota Profile Quota Displays the dollar amount of expected sales assigned to the user for the specified period Forecast Displays the total dollar amount of sales scheduled on the calendar for the specified period Closed Sales Displays the total dollar amount of sales recorded as Closed Sales when the forecasted sales activities are completed Quota Diff Displays the difference between Closed Sales and Quota amount Quota Diff Closed Sales Quota Negative values are shown in parentheses See the examples below If Closed Quota Diff 0 Clos
243. oldMine automates key areas of daily business activity Client contact management Time and task management Document and email management Sales management Service management For additional support please visit http www frontrange com and http www frontrange com community GoldMine User Guide Welcome to GoldMine Premium Edition 15 What s New in GoldMine GoldMine supports a variety of business processes with improved efficiency and automated administration New features and enhancements make GoldMine Premium Edition more powerful and easy to use than ever New User Interface GoldMine Premium Edition has been designed with a sleek modern look and feel Navigation automation and communication are now more streamlined and uniform for improved workflow efficiency and ease of use Customer Service Module Service Center GoldMine Premium Edition includes a Customer Service Center module for tracking resolving and reporting customer service cases for GoldMine contacts Tabbed View Quicker navigation between open windows is now possible in GoldMine Premium Edition thanks to a new tabbed view that utilizes available screen space more effectively To enter the tabbed view simply maximize any open window in the GoldMine workspace Microsoft Windows Vista Support Install GoldMine on Microsoft s latest operating system For more information please refer to the GoldMine Premium Edition Installation Guide Microsoft Off
244. omplete a Sale Contact Sale Date User Iain John Conygsby v gt 9 4 2008 gt USER USER w C Private Product Opportunity Project 02 User GoldMine 2 single users inos Code Result Units Price _ Amount Success gt B fi 1 085 00 1 085 00 gt Closed Sale Notes C Schedule a Follow up Click the Contact drop down arrow to select from additional contacts or click the right facing arrow to launch the Contact Search Center and search for a new contact Select the Sale Date using the F2 graphical calendar Select the User completing the action Select Private if the completed action will be available only to the selected user Select the Product in the F2 Lookup list In the drop down list select the Opportunity Project to associate the sale with Select the Code from the F2 Lookup list Select the Result code from the F2 Lookup list 10 Type the number of product Units sold 11 Type the Price of each unit 250 SalesManagement GoldMine User Guide 12 The Amount field automatically calculates the total based on the entries in the Units and Price 13 At the Success drop down list select Closed Sale or Lost Sale 14 Type any Notes related to the sale 15 To schedule a follow up activity click on the Schedule a Follow up checkbox and select the activity from the drop down list and then click OK 16 After completing a sale GoldMine changes the forecasted
245. ontact Company Phone and Extension fields for the selected activity Creation USERNAME USERNAME 2 26 2007 at 12 38pm Updated USERNAME USERNAME 3 6 2007 at 5 19am Contact Scott Leonidsky Company JHill Millinery Phone 216 555 4664 Ext Reference panel A reference pane at the bottom right of the Activity List Main Window displays Reference and Notes fields for the selected activity Activity List Options Sub Menu The Activity List Options sub menu consists of the following Date Range Displays a date range submenu Specify the range of dates to display activities for in the Activity List See Activity List Date Range Dialog on page 164 User Displays the Select a User dialog box Select a GoldMine user s activities to view Activities Displays the Select Activities to View dialog box to display activity types By default display all scheduled activity types except opportunities and projects Not available for the Actions tab only Next Actions View Displays options GoldMine User Guide Activities 163 Detailed View Displays the details of the selected activity display in the lower portion of the Activity List Sync Contact Displays the contact linked to the selected activity in the Activity List Show Contact Displays the name of the contact in the Contact column of the browse window Show Company Displays the name of the company in the Contact column of the browse window Link Displays t
246. ontacts tab of the primary contact s record Alphanumeric characters Letters A Z and numeric digits Attachment A file for example a Word document created outside of GoldMine and attached to GoldMine as a linked document InfoCenter attachment or e mail attachment Auto updating Allows you complete or delete many activities or resources B Bcc Blind Carbon Copy A copy of a message usually e mail is sent to a recipient that the main recipients cannot see BDE Borland Database Engine Serves as a connector between GoldMine and the databases GoldMine User Guide Glossary 325 Break fields Break fields manage the grouping of information determining how multiple entry information such as Details Calendar and History is displayed in a report template The break field ensures that all the details or calendar entries are grouped together before moving on to the next contact record Break fields can only be used in Sort Headers C Calculated field Field containing a mathematical expression rather than data Cc Carbon Copy Used in e mail messages memos and letters Character string Any series of alphanumeric characters including spaces that are treated as a group Cloning The process of copying a user or report settings and configurations in order to quickly create a new user or report CommonDir Used in the GM ini the CommonDir specifies the location of your default contact files Cont
247. ormation see Working with Contact Details on page 90 About Contact Record Tabs The tab bar appears in the middle of a contact record It contains a series of tab folders for organizing information related to the contact including Relationships Details Notes GM View Pending History Opportunities Projects and Cases To view the information on a tab e Select a tab from the default layout or customize the tab layout by selecting from the pull down menu at the right of the window e Shortcut key Type a shortcut key to launch the tab e Mouse If your layout includes more tabs than fit in the contact record window click the drop down arrow at the beginning of the row and select the tab from the menu A selected tab moves to the front and changes color The lower part of the Record displays information specific to the tab Use the scroll bars or resize the window to view all the information Or change the displayed tabs based on User Options Tabs have local menus Right click to display To apply a command to a listed record select the record then right click to display the local menu Contact Record Tabs The following tabs are available in GoldMine e Cases Shows the case information for a contact See Using the Service Center on page 304 e Contacts Displays information about additional contacts e Details Stores information about the contact such as e mail addresses pager PIN birthdays and so on S
248. ormation in his or her Personal Base GoldMine User Guide Knowledge Base 319 Using the Knowledge Base Use the following steps to access the Knowledge Base 1 Select Go To gt gt Knowledge Base or select Knowledge Base from the main navigation pane The Knowledge Base window appears 2 Use the Knowledge Base toolbar to navigate and manage View information by selecting a tab Knowledge Base Maintains information created by for and about an organization and available to multiple users Depending on rights all users can potentially view all Knowledge Base topics However only users with Master Rights can add edit or delete Knowledge Base items Personal Base Maintains information useful to an individual user that only the user can view and update The only way to access a PersonalBase is to log in to GoldMine as the user who created the PersonalBase Create edit and search the Knowledge Base Set security and notification for users Create and edit topic text and linked files See Adding HTML Text and Adding Attached Files Click X to close Knowledge Base Toolbar eon gi x Bas U 320 Knowledge Base Adds a book to the Knowledge tree Adds a folder to the selected book Adds a topic to the selected book or folder Displays the Topic or Section Properties dialog box for the selected item GoldMine User Guide Displays the Attach File tab of the Topic or Section Properties dialog box Dele
249. osed Sales e Forecast Diff Percentage The Forecast Diff Percentage is the difference between Closed Sales and Forecasted Sales amounts in percentage of Forecasted Sales value for the specified period The equation is Forecast Diff Percentage Closed Sales Forecasted 100 Forecasted e 0 indicates that Closed Sales and Forecasted values were equal for the specified period e Negative positive values mean that Closed Sales were less more then Forecasted correspondingly Absolute value of this parameter can be used as one of indicators of Sales Planning Efficiency e Negative values are shown in parentheses Examples Forecast Diff Percentage 0 9 000 100 9 000 100 No revenue stream Forecast Diff Percentage 1 400 1 000 100 1 000 40 revenue stream exceeds Forecasted Sales by 40 e Activity Cd When an activity code is entered in this field GoldMine includes only those forecasted sales and closed sales with the specified activity code When the field is left blank GoldMine includes all forecasted sales and closed sales GoldMine User Guide SalesManagement 261 Result Cd When a result code is entered in this field GoldMine includes only those forecasted sales and closed sales with the specified result code When the field is left blank GoldMine includes all forecasted sales and closed sales Select User s Displays the dialog box to select GoldMine users for a new analysis
250. ou search for organize and communicate with contacts the Contact Search Center and Universal Search To facilitate efficient searching use the Contact Search Center or create SQL Query Filters The Contact Search Center is a central search window You can find one record or groups of records based on criteria you entered or searches you saved Accessing the Contact Search Center You can access the Contact Search Center by using one of the following methods e Clicking the Search toolbar button Launches the Center with current Contact primary as the selected search field e Clicking on GoTo gt gt Contact Search Center e Entering a name or text string in the Find Contact search field at the top of the Navigation Pane and clicking Go Launches the Center with the results from the search field e Double clicking an indexed field label Launches the Center with the selected field as the Lookup option The Contact Search Center contains a toolbar for easy access to search center functions 102 Contact Management GoldMine User Guide Saving Searches After creating and running searches save the searches using these options Saving search as a filter Saving search results as a group Use the following procedure to save search criteria as a filter 1 After creating a search in the Center save it as a filter search and then click Save The save menu appears Select All Listed Records Select Save as Fi
251. owing e e e Actions Display closed Actions for this user Appts Display closed Appointments for this user Calls Display closed Calls for this user Events Display closed Events for this user Forecasts Display closed Forecasted Sales for this user Others Display closed Other Actions for this user To do Display closed To dos for this user Opp Proj Tasks Display closed Opportunity and Project tasks for this user Real Time Display a chronological listing of activities for this user A E mail Inbox Outbox a Filed E mail Expand Folder and select from the following e Inbox Display messages in the inbox of the E mail Center Outbox Display messages in the outbox of the E mail Center Filed Display messages that have been previously filed in the E mail Center Ek Occasions ip Holidays Occasions Display Occasions set in your Calendar Holidays Display Holidays set in your Calendar User Preferences 3 To perform an action such as completing a call or replying to an e mail right click on an activity in the Activity List Main window 4 At the local menu select the action 5 Reverse the sort order of the activities on the screen click on the column title the exception is the Contact column 6 Click X to close the window 166 Activities GoldMine User Guide View Window Activity List A fully navigable browser of Scheduled Activities appears in the view window Browse to
252. personalized mailing to a large list of contacts If you already have a Filter Group defined and ready to do the merge now please click OK to specify and merge this template now Otherwise click Cancel Don t show me this message again More Info OK Cancel 10 If you have defined a Filter Group defined and are ready to do the merge now click OK The Mail Merge Template dialog box opens 198 Contact Communication GoldMine User Guide Mail Merge Properties Template Recipient A Please select the template you wish to use for mail merge Document Type User Memos and Faxes iv USER user 0 Template abe 11 At the Document Type field select a document type for a mail merge At the User field select and user and if it does not already appear at the Template field select the template for the mail merge 12 Click OK The actual merge occurs after you click OK The settings of this merge will be defined after filling the information on Recipient tab where you can select a current contact filter group and delivery method printer fax or queue for day s So if the default settings are selected the template will be printed with the current contact information GoldMine User Guide Contact Communication 199 200 Editing Document Templates You can edit document templates using the application you used to create the template In the following procedure Microsoft
253. ple in Outlook the user can right click the sender s name on a message and add the contact to his or her existing contacts The digital ID certificate is included e Export Export your Digital ID send it to a contact who can then import the file into his or her email application For example in Outlook the file is imported on the contact s Certificate tab Using Digital IDs in GoldMine e Configuring Contacts Digital IDs Imports a contact s digital ID into the contact record e Configuring GoldMine Users Digital IDs Imports your digital ID into GoldMine You determine the signature and encryption settings e Sending Digitally Signed E mail Message Sends a message with your Digital ID signature e Sending Encrypted E mail Messages Sends individual messages with a digital ID signature or GoldMine encryption e Reading E mail Messages Sent with Digital IDs Reading digitally signed encrypted or signed and encrypted email messages 232 Contact Communication GoldMine User Guide Sending Encrypted Email Protect email messages with encryption Messages encrypted with Encrypt using GoldMine can only be read by GoldMine users with the correct password Messages sent as Encrypt using Digital ID can only be sent using the recipient s public key and can only be decrypted and read using the recipient s private key e Sending Encrypted Messages Using GoldMine See Sending Email Messages Encrypted Using GoldMine on page 233
254. ppears About Telemarketing Scripts Using GoldMine s branching scripts a user can gather information by working through a series of interactive questions Branching scripts organize questions in a flowchart type format Use scripts to automate a variety of tasks such as guiding telemarketers through sales calls collecting survey information and training new salespeople Branching scripts are GoldMine s version of online questionnaires With a branching script telemarketers can deliver structured information to a prospect and based on the prospect s response work through a predefined dialog of related information Additional information can be designed to answer the customer s anticipated inquiries or provide requested information so an accurate response to the customer s needs is readily available Each script question can contain an unlimited number of possible answers and each answer can branch out to a different question A script can contain up to 99 questions While the script is being executed information on the prospect s responses can be saved in the Notes field of the active contact record or placed directly into one of the fields of the contact s record Once this data is entered filter expressions can be used to select contacts who responded similarly to script questions GoldMine User Guide Contact Communication 241 Branching Scripts Workflow Before attempting to enter a branching script in Gol
255. pportunity is added to the upper pane of the Opportunity Manager GoldMine User Guide Opportunity and Project Management 7 Using the Project Manager The Project Manager enables you to oversee complex projects involving many components Use the following procedure to open and use the Project Manager 1 Select Go To gt gt Projects 2 At the Project Manager window use the icons on the toolbar to perform general actions and the local menu for other actions 3 To create a project right click the upper pane and select New See Creating Projects on page 279 4 Select the project and manage project details using the tabs Contacts Contacts associated with the project See Editing Project Contacts on page 280 Task Schedule a plan of action with specific tasks assigned to users or user groups See Editing Tasks on page 281 Team GoldMine users and contacts contributing to the project See Editing Teams on page 282 Issues Possible roadblocks to the successful completion of the project See Editing Issues on page 283 Notes Type free form notes related to the project See Editing Notes for Opportunities and Projects on page 284 Details Links Displays simple details lets you link documents See Editing Details Links on page 284 Pending Scheduled activities for the project See Editing Pending Activities for Opportunities and Projects on page 285 History Completed acti
256. py selected text in Notes Ctrl C Paste copied text in Notes Ctrl V GoldMine User Guide Getting Started 39 Menu Command Key Go to the next Contact record Page Down Go to the previous Contact record Page Up Go to the first record Ctrl Page Up Go to the last record Ctrl Page Down Cycle through last viewed records Shift Page Up Write an e mail message to Contact Ctrl Shift E Dial the Phone1 telephone number for the Contact Alt 1 Dial Fax for the Contact Alt 4 View the Summary tab Ctrl S View the Fields tab Ctrl F View the Notes tab Ctrl N View the Contacts tab for additional contacts Ctrl C View the Details tab Ctrl D View the Referrals tab Ctrl R View the Pending tab Ctrl P View the History tab Ctrl H View the Links tab Ctrl L View the Members tab Ctrl M View the Processes tab Ctrl O View the Opportunities tab Ctrl U View the Projects tab Ctrl J View the Cases Tab Ctrl A View the GM View Tab Ctrl V Display Personal Contacts 1 Start timer F8 Stop timer Shift F8 Reset timer Alt F8 Restart timer Ctrl F8 Getting Started GoldMine User Guide Contact Tab Shortcut Keys The following shortcut keys are the default values You can rename any Contact tab shortcut and assign any shortcut to open this tab GoldMine Reports Menu Command Key View the Summary tab Ctrl S View t
257. r After the installation is complete the database needs to be reopened Select File Log in Another User and log yourself back in 9 Click Finish to being the installation 10 When the installation is complete a message appears that states the fields are updated and need to be rebuilt QuickStart Wizard GoldMine has had its user defined a updated and needs to rebuild in order to use these fields Click OK to run maintenance 11 Click OK To see the changes rebuild the database log out and log in to GoldMine 64 QuickStart Wizard GoldMine User Guide Using the Key Fields QuickStart Wizard GoldMine indexes the five Key fields making them excellent fields for data you retrieve or filter on often Assign field labels using this wizard Use the following procedure to configure key field customization with the Key Fields wizard 1 Select Tools gt gt Quick Start Wizard 2 At the GoldMine QuickStart Wizard dialog box click the Key Fields Wizard button The Welcome screen of the QuickStart Wizard Key Fields Customization dialog box opens QuickStart Wizard Update Key Field Label Names ed Rename the labels for GoldMine s five Key fields Pd Welcome to the Key Fields customization section of GoldMine s QuickStart Wizard In addtion to the Company Name Lastname Phone City State ZIP and Country field GoldMine offers five 5 addtional indexes fields on the main Contact Reco
258. r GoldMine software GoldMine system administrators must have a higher level of expertise Document Conventions Example Description File gt gt Print Menu bar commands in this example select File on the menu bar then select Print in the drop down menu The Select a Data Source dialog Dialog boxes and menu items in bold box opens OK Button names Note Additional information CAUTION WARNING Critical information to prevent functionality or data loss GoldMine User Guide Welcome to GoldMine Premium Edition 17 Resources e GoldMine 8 5 Administrator Reference Guide e GoldMine 8 5 Installation Guide Manuals are available in PDF format from the Installation CD ROM the NetUpdate download or from support frontrange com for maintenance customers Contact Us Support Site FrontRange Solutions can answer your technical support questions about HEAT GoldMine GMEE and IT Service Management Visit support frontrange com Contact Information FrontRange Solutions Headquarters 5675 Gibraltar Drive Pleasanton CA 94588 TEL 925 398 1800 Colorado Springs Office 1150 Kelly Johnson Blvd Colorado Springs CO 80920 TEL 800 776 7889 and 719 531 5007 Offices are also located in Los Angeles United Kingdom Germany Italy South Africa Australia Singapore and China 18 Welcome to GoldMine Premium Edition GoldMine User Guide Getting Started This section provides information to help you understand
259. r closed service request Individual agents and customer service managers can filter their daily case activities improving work efficiency and enabling optimal customer care GoldMine User Guide Service Center 303 Using the Service Center 304 Cata Mamban i AD 0102 13062000 sipa omoare Contact i IZDANO Tewelate Cagey Type Prenty Otten 3 USER user 6 1 1212 Ceadine 22 2000 OPERAE totes Team Tass Attachments Reschizon Hatory Contacts Sese Date Tise Use Code Contact Relee 7 Common Contact Set Fida dune 13 2008 9 The Service Center window is divided into two sections a List view and a Detail view Double click on a case in the List view and the Details view opens Click on the bread crumb link in the upper left corner of the Service Center Details view to return to the List view Service Center List View The Service Center list view consists of the following elements e A Search field for finding an existing case Select the search field from the drop down menu Number Subject Description Contact Name Company Name Service Center GoldMine User Guide e A toolbar with buttons for managing the elements in the List view e A case list displaying all existing cases in the database e An Activity and Notes panel e A Summary of the specified case To switch to the detail
260. r functions to perform general actions and the local menu for other actions To view the opportunities assigned to a user user group or all select the user in the Manager drop down list To narrow displaying opportunities select the Status in the drop down list The results are based on win lose processing and not on any user defined status options assigned to the opportunity To create a new opportunity right click the upper pane and select New See Creating Opportunities on page 271 Manage Opportunity details using elements located in these tabs Influencers Contacts associated with the opportunity e Products Products or services you are pursuing as a sales opportunity e Tasks Schedule a plan of action with specific tasks assigned to users or user groups e Team GoldMine users and contacts contributing to the opportunity e Issues Possible roadblocks to the successful completion of the opportunity e Notes Type free form notes related to the opportunity e Competitors Create a list of companies that are competitors for the sale 270 Opportunity and Project Management GoldMine User Guide e Details Links Simple details and allows you to link documents e Pending Scheduled activities for the opportunity e History Completed activities for the opportunity by one of the column criteria click the column label For example to list records in alphabetical order by company name click the Company
261. r group you can also select these options e Primary Merges the fax with the primary contact e Additional Merges the fax with the additional contacts e Merge code Merges the fax based on the code you select in the F2 Lookup list 5 At the Delivery area at the To box select Fax and at the Queue for x days box select a number of days to delay the printing or sending of the document This option sets the fax to print at a selected number of days in the future 6 Click OK When the merge is complete the results appear in the GoldMine Process Monitor window GoldMine Process Monitor das B 1 Mail Merge 1 31 pm 6 17 2008 1 26 records merged of 26 scanned Ended 1 31 pm 6 17 2008 Dur 0 44 Faxing Your Default Fax Sheet When you use the Fax capability GoldMine opens the application used to create the template such as Microsoft Word then displays the template with information merged from the contact s record You can also fax a correspondence using a default fax template Select Go To gt gt Document Templates At the Document Management Center open a contact record and then select Actions gt gt Write fax to contact GoldMine User Guide Contact Communication 3 Printing Documents You can print documents for one contact or for a filtered group or group of contacts Use the following procedure to fax to print documents from the Goldmine Document Center 1 Select Go To gt
262. r of days between activities e Skip Weekends Schedules recurring activities falling on a Saturday or Sunday for the following Monday To schedule a recurring activity sent to Outlook users via Meeting Request clear Skip Weekends and use other scheduling options to select the days the activity can occur on When selected Outlook only schedules the first instance of the recurring activity and not remaining activities In the Monthly Occurrence area select a day as opposed to a date of the month the activity should fall on such as the first second or last week of the month and the specific day of the week on which to schedule the activity Click Reset to returns settings to the original recurring activity parameters Click More to open the Advanced Recurrence dialog box with additional settings and controls e To have the activity occur on every week or as you need in the Repeats area click one of the radio buttons e To have the activity weekly on a certain day in the By Day of the Week area select a day Click Schedule to save and close the dialog box Activities GoldMine User Guide Scheduling Activities Based on Series Use the scheduling Series tab to schedule a series of contacts with any number of contacts Use the following procedure to schedule an activity based on a series 1 2 In the Schedule lt an activity gt dialog box click the Series tab Select the Schedule the activity at the same t
263. r the applicable Title Department Phone and Fax information for USER below Title abed Department admin Phone 555 555 5555 Fax 555 555 2222 v 80 0 30 kr GaldMirw 8 1041 56 QuickStart Wizard GoldMine User Guide 5 Update the following fields as needed e Title Type the appropriate title or salutation such as Ms Dr and so on e Department Type the user s organizational unit such as Marketing e Phone Type the user s primary telephone number e Fax Type the user s fax number Click Next The user variable options open These variables supplement basic information stored in the Personal tab QuickStart Wizard Update User Information 4 Add Modify custom user variables gt In addition to the basic information you may create and set additional information to be associated with USER For instance if the user has a phone extenison or some other specific data you may define that User Variable now for later use by GoldMine when writing emails and documents Click New to add custom user telated information that GoldMine can include for insertion into templates Back Finish Cancel v 800I kr GeldMine 81 041 GoldMine User Guide QuickStart Wizard 57 6 To add or change a variable click New or Edit The Add a New Variable or Edit a Variable dialog box opens Add A New User Variable NAME VALUE e Inthe Name field type t
264. rature Fulfillment Center Use the following procedure to fulfill or reject queued documents 1 Select Go To gt gt Literature 2 At the Literature Fulfillment Center select your name in the User drop down list to view requests assigned to you 3 Select the Queued Documents date or date range for the request The queued document appears in the upper right pane 4 Highlight the document and right click Select options in the local menu 5 To fulfill the print or fax request right click and select Fulfill The document will print or send depending on the settings configured 6 To reject the request right click and select Reject 7 At the Rejection of Queued Document dialog box type or select the reason in the F2 Lookup list Fulfilled requests are written to the History tab the request appears in the Printed Documents area of the Literature Fulfillment Center 240 Contact Communication GoldMine User Guide Editing Scheduled Literature Requests Use this procedure to edit a Literature Request assigned to you 1 Select Go To gt gt Literature Fulfillment 2 At the Literature Fulfillment Center select your name in the User drop down list to view requests assigned to you 3 Select the Literature Requests date or date range for the request to act on The literature request appears in the upper right pane 4 Highlight the literature request right click and select Edit The Schedule a Literature Request dialog box a
265. rch Center right click in the column area and select Select Columns The Browser Column Selection dialog box appears e To add a field to the displayed browser columns select the field name in the Available columns list and click the right arrow The field is added to the bottom of the Selected columns list e Fields are listed in the order displayed in the Center To change the order to the displayed fields select the field in the Selected columns list and click Up or Down e To remove a field from the Center display select the field name in the Selected columns list and click the left arrow The OK button is available only after you make a change in the dialog box If you do not make any changes click Cancel to close the dialog box Syncing Contacts in the Contact Search Center When working with Center search results and Records apply the Sync Contact option To Sync Contacts 1 In the Center display search results in the browse columns 2 Right click in the browser columns and select Sync Contact The record you select in the browse columns automatically becomes the displayed Record 3 Turn off Sync Contact using the same method 110 Contact Management GoldMine User Guide About Universal Search Your organization might have information stored in many places in your GoldMine Premium Edition database in emails contact notes activity notes linked documents the Knowledge Base and so on You may not even know all the
266. rd screen located below the Website field just above the tab folders that support instance search capability These 5 indexed fields are called Key fields and may be used to track information specific or unique to your business Click Next to continue 3 Click Next GoldMine User Guide QuickStart Wizard 65 66 4 QuickStart Wizard Update Key Field Label Names Rename the labels for GoldMine s five Key fields Name in Database Current Label Name Onscreen New Label KEY1 Key 1 Key 1 KEY2 R 2 Key 2 KEY3 Key 3 Key 3 KEY4 Key 4 Key 4 KEYS Key5 Key 5 At the Update Key Field Label Names dialog box In the Name in Database column the field names Key1 through 075 are listed e The Current Label column displays the current field name e In the New Label field type the necessary changes for each field names The Current Label corresponds to the local label for the field If the field does not have a local label the Current Label column displays the global label Click Finish QuickStart Wizard p GoldMine requires that maintenance and a restart occurs to see your changes Do you wish to run mainenance and restart GoldMine at this time At the GoldMine message click Yes To see the updated Key field labels log out of GoldMine and back in Quic kSta rt Wiza rd GoldMine UserG uide Using the Postal Codes QuickStart Wizard You can import over 42 000 United States Postal
267. re the step by step instructions that GoldMine evaluates to perform a defined series of activities Also known as an Automated Process Tracks tab Lists the Automated Process tracks attached to the Contact Record Transfer set A database of all the changes made to Contact Records during a specified time frame The database with the changes is sent to other GoldMine locations and retrieved updating that database with the new information Transformation sheet A language for transforming XML documents into other XML documents Trigger A predefined condition in an Automated Process event that when the condition is true causes GoldMine to execute an action U Unlinked activities Scheduled activities that are linked to a user but not to a contact URL Abbreviation of Uniform Resource Locator the global address of documents and other resources on the World Wide Web User groups Users can be logically grouped according the functions that they perform 332 Glossary GoldMine User Guide User Preferences Various settings that control how GoldMine looks and acts for each user User Properties These settings define a user s security and access in GoldMine UserID Field that contains the name of the user an activity is assigned to UserID is based on the GoldMine username Username Use this name to log into GoldMine Identifies the user s activities Username ini An initialization file located in the GoldMine di
268. rectory that stores user s individual settings Username tbi Stores the user s taskbar settings V Verifying Ensures that the data is readable and that all sync fields in the synchronization records of the database file s are populated and no unique fields are duplicated W WYSIWYG What You See Is What You Get Pronounced wizzy wig A WYSIWYG display allows you to see on the screen exactly what will appear when the document is printed X XML Acronym for Extensible Markup Language XML is a universal format that uses tags for exchanging structured documents and data on the Internet GoldMine User Guide Glossary 333 334 Glossary GoldMine User Guide End User License Agreement EULA FRONTRANGE SOLUTIONS END USER S LICENSE AGREEMENT EULA Rev October 2008 IMPORTANT READ CAREFULLY THIS EULA SETS FORTH THE TERMS AND CONDITIONS UNDER WHICH FRONTRANGE SOLUTIONS USA INC EFRONTRANGE GRANTS TO YOU YOU OR CUSTOMER THE RIGHT TO USE THE FRONTRANGE SOFTWARE AND ACCOMPANYING DOCUMENTATION ORDERED AND PAID FOR BY YOU COLLECTIVELY LICENSED SOFTWARE THIS EULA REPLACES AND SUPERCEDES ANY LICENSE AGREEMENT THAT YOU MAY BE PRESENTED WITH WHEN OPENING THE SOFTWARE PACKAGING COMPLETING THE ACTIVATION PROCESS DOWNLOADING INSTALLING ACCESSING OR UTILIZING THE LICENSED SOFTWARE OR CLICKING THE I ACCEPT BUTTON 1 License Grant Subject to the terms and conditions
269. red in the Record Properties gt gt Contact Details Encrypting a message to a recipient with a digital ID encrypts the message using the recipient s public key When recipients receive the message they decrypts it using his or her private key You can configure your Internet Security settings to automatically encrypt all outgoing messages with a Digital ID Use the following procedure to send an encrypted email using digital ID 1 On the tool bar click the Encrypt Message drop down arrow button and select Encrypt using Digital ID The outgoing message will be sent encrypted 2 Ifa Digital ID is not configured for the contact a warning box states GoldMine cannot encrypt the message Click OK to return to the unsent message window 3 Configure the contact s Digital ID or remove the encryption from the message by clicking the Encrypt Message drop down arrow and toggling the Encrypt using Digital ID option off For more information on encrypted email messages see the GoldMine 8 5 Administrator s Guide Sending Digitally Signed Email When digitally signing a message you must have a digital ID configured in GoldMine The digital signature contains your private key and confirms for the recipient your From address matches the signature Configure your Internet Security settings to automatically sign all outgoing messages with your digital ID For more information see the GoldMine 8 5 Administrator s Guide On the toolbar cl
270. ring international telephone numbers click the International Phone Format checkbox e Ifyou leave this field blank GoldMine applies United States and Canadian formatting to the telephone number If you select this checkbox telephone number are not formatted e The International Format box is selected by default if the country setting in the WIN INI is not the United States e Fax Type in the Fax number for the primary contact 78 Contact Management GoldMine User Guide e E mail Address Click the down arrow and complete the email internet email address for the contact The email address stores in the Details tab and displays in the primary contact panes e Web Site Type in or select the Web site associated with the contact or the company A typical Web site address appears in the format http www something com for example http www frontrange com GoldMine stores this address as a Details t 4 In the Creation Method area select the desired options e Copy Current record Click on this option to use an existing contact record as a template for a new record to avoid having to type the same entries in primary fields Click this checkbox to create a contact record with the primary field entries copied from the active record The Contact E mail Address Title and Dept fields are not copied To create a completely new Contact record do not select this option e View in new window Click this checkbox to display the new record i
271. riod Notwithstanding the preceding FrontRange may immediately terminate this EULA if You breach Section 2 3 or 9 Upon any termination You agree to cease all use of the Licensed Software remove all copies from Your computers destroy all copies of the Licensed Software and upon request from FrontRange certify in writing Your compliance herewith 5 Payments All licenses and rights granted under this EULA by FrontRange are subject to timely receipt by FrontRange of payment All payments for fees taxes and expenses must be made within thirty 30 days of invoice unless otherwise agreed in writing by an authorized FrontRange officer You are responsible for any and all federal state dominion provincial or local sales use personal property excise or other taxes fees or duties arising from or related to this Agreement other than taxes based on FrontRange s net income 6 Warranty FrontRange warrants that the Licensed Software will perform substantially in accordance with its Documentation for a period of ninety 90 days following delivery of the Licensed Software This limited warranty is void if failure of the Licensed Software results from accident abuse modification or misuse FrontRange does not warrant that the Licensed Software will meet Your requirements that the operation of the Licensed Software will be uninterrupted or error free or that all defects will be corrected End User License Agreement EULA The warranty and
272. ript question Branching Script Question Dialog Box When you select New or Edit from the Branching Script Profile the Branching Script Question dialog box opens Title Descriptive title for the question that appears at the top of the question screen when the script is used Update field Optionally you can select a field in the drop down list to store the response to this question when the script is executed When a field is used GoldMine places the text of the response in the selected field in the contact record Notes Question and any other text to be delivered to the participant GoldMine User Guide Contact Communication 243 Question No The question number assigned to the script question You should have selected a question number for each question when you designed the script Enter numbers lower than 10 with a leading zero For example enter 1 as 01 Save History Select this field to include the question s title and response in the script dialog text If this field is cleared the question is excluded from the dialog when the script is executed New Adds a response record The Branching Script Answer dialog box appears Edit Edits a response The Branching Script Answer dialog box appears Delete Removes the selected response Branching Script Answer Dialog Box When you select New or Edit to add a response record the Branching Script Answer dialog box opens Number The number of the response determine
273. rofile Detailed Please specify which contact s you wish to print with the selected report Current Contact Only O All contacts in the following filter or group A Print Report Output To Window O Printer At the Print Report dialog box complete the fields e Type Select the product type of report for example GoldMine e Category Select the category of report for example Service Report or Contact Report e User Select the user of the report if needed e Report The name of the report e Current contact only Select this option to print a report for the contact All contacts in the following filters or groups Select this option to print all contacts or all contacts in a filter or group and then select the filter or group The default is All Contacts e To send the report to a window online select Window To send the report to a printer select Printer The report displays or starts to print Contact Management GoldMine User Guide Linking Files to a Contact Record GoldMine stores linked document records under the Links tab For example if a prospect calls to discuss a bid you sent retrieve the document by double clicking the link stored with the prospect s record Use linked documents as the basis of building a group Also manually link documents using the local menu in the Links tab or by dragging and dropping files from Microsoft Windows Explorer into GoldMine In addition to file links link
274. rontRange at FrontRange expense in a reasonable way to facilitate the settlement or defense of such claim except that such indemnification obligation does not apply with respect to a claim of infringement if and to the extent such claim arises out of A Your modifications not authorized by FrontRange B the combination or use of the Licensed Software with products not provided or recommended by FrontRange if the infringement would have been avoided but for such combination or use C use of the Licensed Software after written notice of the claimed infringement has been received by You D Your failure to use an Update if the infringement would have been avoided by the use of the Update or E actions by Customer in breach of this EULA Should the Licensed Software become or in FrontRange s opinion likely to become subject to an Infringement Claim then You will permit FrontRange at FrontRange s option and expense either a to procure for Customer the right to continue using the Licensed Software or b to replace or modify the Licensed Software so that it becomes non infringing 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 to terminate this EULA and return the license fee You paid for the Licensed Software pro rated over a four 4 year life span THIS SECTION SETS FORTH YOUR EXCLUSIVE REMEDY AND FRONTRANGE S SOLE LIABILITY WITH RES
275. rtunity Manager window with your new opportunity in the upper pane 8 Each tab must be updated manually See Using the Opportunity Manager on page 270 272 Opportunity and Project Management GoldMine User Guide Creating Opportunity Templates Use the following procedure to create an opportunity template 1 Select View gt gt Sales Tools gt gt Opportunities The Opportunity Manager window opens 2 Click the Toggle to Show Templates button The upper pane switches to the opportunity templates and the first column is labeled Opportunity Template 3 Right click and select New from the local menu The Opportunity Templates Properties dialog box opens when an opportunity is created based on the template Carefully consider the settings for example the Acct Manager becomes the default owner and therefore the default Manager of the opportunity Users can change the settings as they create the opportunity 0 NOTE The settings you configure in the template are used e Template Name Type the name of the template or select a name in the F2 Lookup list Acct Manager Select the user or user group in the drop down list e Code Type or select a code in the F2 Lookup list e Default Status Type or select the starting status for the opportunities created using this template Default Stage Type or select the beginning stage for the opportunities created using this template e Source Type or select the
276. s and referrals History records for the contact are not deleted but become unlinked activities Delete contact s scheduled activities Deletes all pending activities for the current contact e Delete contact s history records Deletes all history of activities for the current contact record Since the same history file is used for viewing the Completed Activities history for a specific user deleting the history of a contact record affects the activity analysis statistics for all the users who have completed those activities Delete contact s opportunity project records Deletes all opportunity and or projects linked to a contact These records are removed from the Opportunities tab and or the Projects tab Selecting this option does not delete the opportunity or project from the Opportunity Project Manager e Delete contact s cases Deletes all cases linked to an opportunity e Synchronize this record s deletions Lets deletions associated with this contact record be synchronized with remote sites 4 Click Delete GoldMine deletes the contact record Using the Delete Wizard To update your contact database by deleting some or all calendar records history and or contact records use GoldMine s Delete Wizard to reduce the possibility of an unintentional deletion NOTE Only users with Master Rights can access the Delete Wizard 86 Contact Management GoldMine User Guide Use the following procedure to delete re
277. s gt E mail address Web site Phone number Fax number Notes 15 I To save the template right click and select Actions gt gt Save template v TIP Insert Key1 Key5 fields by placing the cursor at the location to insert the field and type For example lt lt key1 gt gt to insert the data from the Key1 field in the merged email Insert user defined fields by placing the cursor and typing lt lt Contact2 gt Ufieldname gt gt Sending Emails from the Document Management Center Use the following procedure to send emails from the Document Management Center 1 Select Go To gt gt Document Templates or click the Documents button on the toolbar The Document Management Center opens 2 At the User field select a user from the drop down list GoldMine User Guide Contact Communication 217 3 Highlight and right click on the email template you want to send and then click Merge The Mail Merge Properties dialog box opens Mail Merge Properties Template Recipient File in History A Please select the template you wish to use for E mail merge User public Template Welcome to GoldMine v 4 Select the user and template in the appropriate fields if not already selected and then click OK The email is ready to be sent If you send the email immediately a record of what was sent to the contact is filed on the History tab 218 Contact Communication GoldMine
278. s Options Using the Microsoft Internet Explorer you can configure Windows to automatically dial your ISP when you retrieve Internet email The default configuration in Windows requires manual dialing 1 From the Microsoft Windows status bar click Start and then select Pro grams gt gt Accessories gt gt Dial up Networking 2 In the Dial Up Networking window double click the icon for your service provider 3 In the Connect To window ensure all settings are correct then select Connect 4 After your computer connects successfully start or switch to GoldMine then retrieve Internet email Retrieving Email Use the following procedure to retrieve Internet email 1 Select Go To gt gt E mail to jump directly to the POP Password dialog box for retrieving from your primary account 2 If you are in the E mail Center click the email account to retrieve 3 The POP Password dialog box appears if you do not have your Internet email password configured in the Internet tab of your User s Options 4 Type the Password and click OK GoldMine downloads the waiting email from your POP3 server email account 5 Read and process your email while connected online or move it to your GoldMine Inbox and disconnect from your email server To read email in the E mail Center double click the message Attach E mail to Contact dialog box appears Select how to 0 NOTE When you move messages from Online to Inbox the link messages to con
279. s schedule related information for the month 1 2 Select Go To gt gt Calendar Your Calendar appears Click on the Year tab you can select the users activities to display e Select the name in the drop down User list or select Multiple Users to open the Select Users dialog box e Double click the user in the User List box or user group in the Group List box to add to the Selected Users list Click OK to close the Select Users list Use the local menu to manage the activities Right click and select one local menu option To change the day displayed click the Today button on the Calendar toolbar Click the tabs to access e Day Activities scheduled for the day e Month Displays the month e Year Displays the entire year with scheduled days highlighted e Planner Activities of the selected user for today and the next 22 days e Outline Scheduled activities in a hierarchical tree structure with branches that correspond to years months and days e Peg Board Login status and activity of individual users and system availability GoldMine UserG uide Calendars 177 Using the Planner Calendar When you are scheduling activities for others you can use the Planner to view their schedules Each users activities are represented by a colored bar showing the amount of time reserved for the activity By default the Planner tab displays the activities of the currently logged in user for 22 days from the current date
280. s the position of the response in the listing Lower number responses appear on the top of the list Goto Type the number of the question this response leads to The Goto question number displays if this response is selected during script execution Answer Type the text of the response Prompt for response Select this field to prompt the operator to enter a response when this answer is selected This option can be selected only when an entry is made in Update field in the Branching Script Question dialog box The operator s response saves to the field specified by Update field If the script question contains only one answer and that script answer has the Response box checked GoldMine automatically displays the Enter Response dialog box eliminating the need to select the answer After entering all the questions and responses into GoldMine perform a test by running the script 244 Contact Communication GoldMine User Guide Using Telemarketing Scripts Use telemarketing scripts to construct structured dialogs with customers 1 Select Go To gt gt Scripts The Telemarketing Script dialog box opens NOTE All the responses you log while using the script are applied to the current contact record 2 Select the script in the Script drop down list and begin asking questions Update fields as needed Making and Answering Calls with SoftPhone SoftPhone integration with GoldMine uses SIP Session Initiation Protocol a
281. sales record into a history record View the record in one of these e Contact record The sales record moves from the Pending tab to the History tab e Activity List The sales record moves from the Forecasts tab to the Closed tab Also see the completed sales record in the Real Time tab e Calendar If you configure the Calendar to show completed forecasted sales the sale record appears in the Day tab or the Week tab on the date completed Using Forecasted Sales Analysis Generate an analysis of the forecasted sales activities in the database 1 Select GoTo gt gt Analysis gt gt Forecast Analysis tab and right click on an open Activity List 2 Select Analyze The Forecasted Sales Analysis dialog box opens GoldMine User Guide SalesManagement 251 Forecasted Sales Analysis GoldMine analyzes your revenue pipeline by calculating potential sales based on E scheduled forecasts Select a user or group of users for your organization s forecast Analyze Users Period of Sales Forecasted Prob Potential USER USER Sep 1 Sep 7 0 0 00 0 00 Sep 8 Sep 14 0 00 0 00 Sep 15 Sep 21 0 00 0 00 0 0 Sep 22 Sep 28 0 0 00 0 00 0 Next 4 Weeks 0 00 0 00 September 2008 0 00 0 00 October 2008 0 00 0 00 November 2008 0 00 0 00 December 2008 0 00 0 00 Beyond 0 00 0 00 Total Forecast 0 00 0 0 00 The Forecasted Sales Analysis dialog box provides this information about projected sales or cash flows for ind
282. sequent follow up with contacts Schedule meetings When your activities are scheduled in GoldMine other GoldMine users can determine the times you are available for meetings conference calls or appointments Delegate Use the Calendar to assign scheduled activities to others and track their progress Link activities with your contacts Create linked activities and unlinked activities Linked activities associate with a contact record By default created activities link to the active contact record GoldMine updates the information on a linked contact record to show the progress of these activities When scheduling an activity not linked to a contact clear the Link to selected contact option to remove the active contact s name from the Contact field Unlinked activities are not connected to any contact and are generally used for incidental events We recommend use of unlinked activities be limited since many of GoldMine s features will not operate when the activity is not linked to a contact record 140 Activities GoldMine User Guide View Window Activities A fully navigable browser of Scheduled Activities appears in the view window Browse to an activity mailbox occasion listing or holiday listing to highlight it in the main window Note that settings in the Show menu on the main window of the Activity List will effect what information is available to view Universal Search 9 Current List Open Acti
283. sers box Repeat as necessary 5 To select user groups highlight the user group in the User Group List box and click Select The members of the group display in the Selected Users box Repeat as necessary 6 In the Actions area select e Delegate to User s to notify users with a carbon copy Carbon Copy used in e mail messages memos and letters of the scheduled activity e Send Bec E mail User s to notify users with a blind carbon copy Blind Carbon Copy A copy of a message usually e mail sent to a recipient that the main recipients cannot see of the scheduled activity e Send a request with the delegation to and select User s Contact s or Both User s amp Contact s 7 Click Schedule to save and close the dialog box or click the Resources tab to schedule resources Scheduling Activities with Resources When scheduling activities you can also schedule company resources Use the following procedure to schedule an activity with resources 1 In the Schedule lt an activity gt dialog box click the Resources tab 2 Double click a resource in the Resource List box The resource is moved to the Selected Resources box 3 Click Schedule to save and close the dialog box GoldMine User Guide Activities 147 Scheduling Activities Based on Available Times Before scheduling a meeting for multiple participants determine a time when all participants are available Before GoldMine can scan the participants Cale
284. ssage to any contact Displays the Read E mail dialog box without associating the message or VCard information to a new or existing contact If you have selected one of the first three options you may select Link the address lt E mail Address gt to the contact to link the From email address of the retrieved mail to the contact Click OK If linking multiple messages the dialog box appears for the next message 226 Contact Communication GoldMine User Guide Reading Email The E mail Reader window is the primary way you work with individual email messages Use the following procedure to read an email 1 Launch the E mail Reader by double clicking a message in the E mail Center or the contact On the Retrieval tab of the Internet Preferences dialog box select Open Read E mail GoldMine opens your email upon retrieval The E mail Reader window displays the full message with selected header information Use the toolbar or right click the message body and select an option from the local menu attachments created in the MS RTF Rich Text Format sent as winmail dat files rather than displaying them as attachments This creates smooth inter operability between Outlook messages created in Outlook and GoldMine 0 NOTE GoldMine decodes and displays email messages and Using E mail Templates After creating an email template in the Document Management Center select it when creating an email 1 2 A gt Se
285. st depend upon the company selected e Title Type or select the contact s official title e Role Type or select the role defining the contact s relevance to the project e Notes Type in extra information about the contact To change a linked contact right click and select Relink to Another Contact The Contact Search Center appears Double click the new contact you want to link to To display the Contact Record of the selected contact in the Project manager right click and select Go to Contact Record The Contact Record window displays the selected contact To delete a contact from the list right click and select Delete To edit the information in the Contact dialog box right click and select Edit Opportunity and Project Management GoldMine User Guide Editing Tasks The Tasks tab in the Opportunity Manager and the Project manager displays Reference Status Priority and User columns as well as a Gantt chart calendar Tasks represent the scheduled plan of actions for the successful completion of an opportunity or project Edit tasks using the local menu Use the following procedure to edit tasks 1 In the Opportunity or Project Manager click the Tasks tab in the lower pane Right click and the local menu appears 2 To view the Gantt chart for tasks outside the viewing dates right click and select Go to Task The Gantt chart jumps to the starting date for the selected task calendar right click the char
286. ste inseehantntaneanaaeats 87 MSD mins Conicet Recone ooi 87 te Delete Wizamor ii an ERR E E a A ate 88 0 0 O 92 Abut Relationships 10 RES ERED E ESRAS REER EE 93 TS Raion MIS a a E ATA 93 Adding Contacts To Existing Relationship Trees qos sisine ienen ir tances aparcznessans 94 Creatas ee Hatin eniin aro a A A 95 Adde Contacts fe spretan inene ADAR weed Ri ENSERES EE RRIS RR 96 Abom Me DEI TaBe E A N 96 Prone We Derai Recorde oiie enk e RR OE ER R RE A 97 Delme a Dadil RECI 0 98 98 eer ee eer ee eee 99 Local hares ERA E 100 0 Noles 100 PUT Mes History WB yes gree yonse eossz wees uapin E pR EPURARE AAR DARA RE AEREO SEEREN RANSA 102 6 Aboot ie Sona Y TB 103 Seam MOS i COMA ss pd tacts cased anr n ERE ERRER E R R 104 ipina ara E A 104 Accessing the Contaci Searc ME E E A E TT ee 105 0 Seances tor Cantati 00 selma si haalunaietelucteenatls 106 Contact Search Cemer Query Tair sesionar anren eerie A REO 111 OA 112 112 syncing Contacts in the Contact Search Center Gold Mine User Guide Table of Contents 7 8 About Mm 0 113 WO RUSS A S E A E E E E E O ane abet ates E 113 Roe ULL i ee eee ere ee erat eee een ete ee re ene ree ee ee ee ae 114 Searching tor Contacts with Universal Search 114 Using the Universal Search Adva
287. stributing your free busy URL to others Copy and paste the URL into an e mail message to send to a contact Add to the Details tab of your Contact record and save as vCard vcf When you send a vCard with your signature the free busy URL is included Scheduling Based on Free Busy Times 1 Select Schedule gt gt lt an activity gt and configure Detail Resources and Free Busy fields 2 Click Options and select Show Contacts 3 In Calendar select Actions gt gt select activity 4 Select Attendee Availability gt gt Invite Others and select contact with published free busy information For more information on free busy times see the GoldMine 8 5 Administrators Guide Distributing Your Free Busy URL to others 1 Copy and paste the URL into an email message to send to a contact 2 Add to the Details tab of your Contact record and save as vCard vcf When you send a vCard with your signature the free busy URL is included For more information on free busy times see the GoldMine 8 5 Administrators Guide Setting Free Busy Times For GoldMine to read a contact s published free busy times you must configure the contact s Contact Details to access the file After setting the path you should see the contact s free busy times when using the Free Busy tab while scheduling an activity Use the following procedure to set free busy times 1 With the contact record active in GoldMine select Edit gt g
288. t Each right click on the chart takes you up one level starting at weekly and going on to monthly yearly and so on To go down an increment left click for each level 0 NOTE To change the date ranges displayed in the Gantt chart 3 To mark a task as completed right click and select Complete The task is marked out on the calendar and the Status column is updated to Completed 4 To locate a particular task use the Find option e Right click and select Find e Type a character string in the Find What box on the Find dialog box A character string is any series of alphanumeric characters including spaces treated as a group 5 To send data in the Task tab to an outside format right click and select Output to Select from Send data to the printer as a GoldMine Report Word Excel or the clipboard 6 To change the options for a task right click and select Edit At the Task dialog box complete the following fields as needed e Reference Type or select a predefined reference from the F2 Lookup list GoldMine User Guide Opportunity and Project Management 1 e Status Type or select a status level for the task e Start Date Type or select the beginning date of the task from the F2 graphical calendar e End Date Type or select the date the task should be completed from the F2 graphical calendar e User Select the user or user group the task is assigned to in the drop down list e Priority Type or sel
289. t Keys GoldMine menu commands can be executed with shortcut keys Rather than using the mouse to select menu options the shortcut keys are keyboard keys F1 or key combinations such as CTRL P that invoke a particular command This section provides tables of shortcut keys in both GoldMine and Microsoft Windows 38 Getting Started GoldMine User Guide GoldMine Shortcut Keys Menu Command Key Display online help for the active window 1 Display context sensitive help Shift F1 Display predefined field entries for lookups calendar date F2 fields or clock time fields Display the Contact Search Center F4 Display the E mail Center F5 Display the Activity List F6 Display your Calendar F7 Display the Opportunity Manager F9 Launch Campaign Manager F10 Close the active window or module Ctrl F4 Exit GoldMine Alt F4 Find next F3 Move to the next open module Ctrl Tab Move to previous module Ctrl Shift Tab Move to Search box Ctrl Move to recent panel Ctrl 3 Move to first Contact field Ctrl 1 Contact Record Shortcut Keys Menu Command Key Search for a string within the active tab F3 Display predefined field entries for lookups calendar F2 date fields or clock time fields Dial the Phone2 telephone number for the Contact Alt 2 Dial the Phone3 telephone number for the Contact Alt 3 Undo typing in Notes Ctrl Z Cut selected text in Notes Ctrl X Co
290. t New The Document Template Properties dialog box appears 196 Contact Communication GoldMine User Guide amp Document Template Properties Document Name E Document User USER user Template Filename JEJ Document Management Document Type Document EA Save in Links Tab when merging for a single contact Spreadsheet Sx Create History when merging O Envelope O Label Cancel 4 At the Document Name field type in the document name you want to appear in the Document Management Center and in the template drop down list on the Merge Form dialog box 5 At the Document User drop down box select the owning user At the Template Filename text box type or browse to the location of the template 7 Click Edit to open the document and make changes 8 In the Document Management area click on the appropriate checkbox as needed e Save in Links Tab when merging for a single contact Creates a linked document when the document is merged e Create History when merging Creates a history record when this template is merged 9 In the Document Type area select a document type and then click OK The following Alert Message appears GoldMine User Guide Contact Communication 197 ALERT Suggested Action s ALERT Suggested Action s You have just saved a Document Template GoldMine s Document Templates can be used with Filters and Groups to quickly send a target
291. t Record Proper ties gt gt Contact Details 186 Calendars GoldMine User Guide Contact Details Occasions Free Busy Digital IDs 2 GoldMine offers you the ability to view your contacts Free Busy time so that you N can coordinate calls and appointments more effectively To check a contact s Free Busy time when scheduling in GoldMine you must have access to the contact s currently published Free Busy information Contact s name SESA v Free Busy URL 7 4 Username Password Contact Free Busy URL 2 At the Contact Details dialog box select the Free Busy tab 3 In the Contact s name drop down list leave the primary contact name or select an additional contact s name 4 Inthe Free Busy URL drop down list select file ftp or http In the text box type or browse to the location where the file is published If you select ftp type the Username and Password in the text boxes The configured URLs appear in the Contact pane 5 To add anew contact to the Contact list click New and complete the various drop down boxes and text boxes as needed 6 To remove a URL from the pane select the contact and click Delete 7 Click OK to close and save the URL If accessing a contact s free busy time on an http location you must configure the Internet Information Services to accept ifb See the GoldMine 8 5 Administrators Guide for more information GoldMine User Guide Ca
292. t of each lead calculate profit and locate the most profitable lead source For example this tool helps you determine whether to run an ad again e Leads Total number of contact records in the database with this value in the selected field e Closed Total number of contact records with this source that have at least one purchase as recognized by the presence of a sales activity record in the history file e Ratio Percentage of closed sales based on number of leads e Sales Total dollar amount of sales generated by this lead source This value is a sum of all sales activity history records linked to the Contact Records with this source e Potential Total dollar amount of future sales activities scheduled on the Calendar calculated by summing all Forecasted Sales calendar records linked to the contact records with this source lead To view the other options right click in the information 0 NOTE Also view Cost and Profit and Cost and Price per pane and select View 5 To locate a source type the first few letters of the source in the Find Source text box GoldMine User Guide SalesManagement 257 6 Also use these options e Analyze Displays the Leads Analysis Analyze dialog box Regenerates the leads analysis information for the current leads analysis database Select the field on which to base the analysis and the range of dates to scan for statistic calculation e Sort Displays the Leads Analysis Sort Menu
293. t to view the Influencers dialog box See Editing Opportunity Influencers on page 290 8 Click Next to view the Team Members dialog box See Editing Teams on page 282 9 Click Next to view the Issues dialog box See Editing Issues on page 283 10 Click Next to view the Details Links dialog box See Editing Details Links on page 284 11 Click Next to view the Finish dialog box 12 At the Finish dialog box complete the following fields as needed e Manager Select the user or user group in the drop down list e Code Type or select the code from the F2 Lookup list e Stage Type or select the beginning stage from the F2 Lookup e Close by Select the closing date from the F2 graphical calendar 13 Click Finish The project is added to the upper pane of the Project Manager GoldMine User Guide Opportunity and Project Management 289 Editing Opportunity Influencers The Influencers tab in the Opportunity Manager displays the Company Contact Title Role and Response Mode columns Influencers are contacts associated with the Opportunity Edit influencers using the local menu Use the following procedure to edit influencers 1 In the Opportunity Manager select the Influencers tab in the lower pane 2 Right click and select Edit 3 At the Influencer dialog box complete the fields as needed e Company Click the search button to the right of the field and select Look up contact which launches th
294. tact drop down arrow to select from additional contacts or click the right facing arrow to launch the Contact Search Center and search for a new contact In the Activity drop down list select the type of activity you are completing for this correspondence At the User field select the user completing the correspondence Select Private if the document will be available only to the selected user Type or select the Reference Select the associated Opportunity Project in the drop down list Type or select the Code from the F2 Lookup list This is the code by which you categorize the correspondence Type or select the Result code from the F2 Lookup list This is a completion code by which to categorize the outcome of the correspondence completed activities For example enter SDM as the result code whenever you send out a demo or sample 0 NOTE You can use result codes to analyze specific Select the completion Date in the F2 graphical calendar Select the Time in the F2 graphical clock Type or select the Duration in the F2 Lookup list n the Success drop down list select Successful or Unsuccessful In the Notes field type or append added notes Select Schedule a Follow up and the type of follow up Call Appt Next Action and so on in the drop down list and then click OK 160 Activities GoldMine User Guide About GoldAlarm The GoldAlarm runs the alarm options in GoldMine even when you are not logged into the
295. tacts 224 Contact Communication GoldMine User Guide 6 To process the message right click the message in the E mail re text box and select Actions You can also read retrieved email by selecting Read from the local menu in the Activity List or on the Pending tab of the contact record 7 Configure email settings by selecting Tools gt gt Options The User s Options dialog box opens Select the E mail tab 8 After the email options have been set retrieve internet or Outlook email messages manually or automatically in the E mail Center 9 Select Go To gt gt Mail The E mail Center opens In the view window of the Navigation Pane click an account in your Online folder to check internet email or open the Outlook folder to manage Outlook messages 10 To process the message right click on Action You can select any option depending on how you want to process the message for example Reply Forward and so on You can also read retrieved email by navigating to the local menu in the Activity List or Pending tab of the contact record and the selecting Read 11 Configure email settings by selecting Tools gt gt Options The User s Options dialog opens Select the E mail tab 12 After email options have been set retrieve internet or Outlook email messages manually or automatically in the E mail Center Select Go To gt gt Mail 13 In the view window of the Navigation Pane click an account in your Online folder
296. te only lt For whom gt this will return information that shows only contacts If you complete only wps this will return data from filters If you complete only search criteria this will return data for all areas Examples The following are examples where the words calls emails and cars are Universal Search filters lt Art Bar gt calls This query returns all calls to contacts that contain Art Bar NOTE To return calls only from Art Bardtoll use the lt For Whom gt format Art Bar calls This query returns all calls that contain Art Bar lt Art Bar gt calls emails California This query returns all calls and emails with the word California for contacts that contain Art Bar lt Cars gt California GoldMine User Guide ContactManagement 3 This query returns all records containing the word California from contacts containing the word car California This query returns all indexed objects where that contain the word California lt For Whom gt format The lt For Whom gt format enables you to search on a particular contact or other person The following are examples using this format lt c Contact Name gt This query returns information only for the selected contact lt f USER FILTER gt This query returns information only for selected contact filters for example gt EVGENY CA gt lt g USER GROUP gt This query returns information only for selected groups for exampl
297. ted by the sender s email application with your public key provided earlier When you receive the message it is decrypted using your private key Levels of Security e Signed The message is signed with the sender s private key Sending a message with a digital signature confirms the message was sent by the sender listed in the From address e Encrypted The message is sent with the recipient s public key The recipient provides you with his or her public key before you send the message When a message is encrypted the body and attachments are hidden from anyone who does not have the recipient s private key Only the recipient should have the recipient s private key An encrypted message does not guarantee to the recipient that the sender is the name in the From address e Signed and Encrypted The message is signed with the sender s private key confirming for the recipient the message was sent by the sender in the From address and it is encrypted with the recipient s public key and then decrypted with the recipient s private key when he or she receives the message GoldMine User Guide Contact Communication 231 Sharing Public Keys For security reasons do not share your private key You can share your public key with contacts two ways Digital ID Signature Your Digital ID is attached to any message that includes a Digital ID Signature The recipient can then extract it and import it into his or her email application For exam
298. ter returning to your work session GoldMine automatically clears the reference in the Whereabouts column of the Peg Board e Cancel This option cancels the action GoldMine User Guide Getting Started 49 Logging in as Another User Use the following procedure to log into GoldMine as another user 1 Select File gt gt Switch User 2 GoldMine closes and a new login splash screen immediately appears 3 Type in the Username and Password of the new user 4 Click OK to log in as that user Viewing GoldMine Information View summary information credits installation details or contact information for FrontRange Solutions Use the following procedure to view GoldMine information 1 Select Help gt gt About GoldMine The About GoldMine window opens 2 View the version registered owner product serial number and copyright information Click the following buttons to access information for e Credits Displays integrated applications e FrontRange Displays contact information for FrontRange Solutions e System Displays information about your GoldMine installation To copy the information click Copy All Paste the information into your outside application 3 Click OK 50 Getting Started GoldMine User Guide Local Menus Use a local menu shortcut menu to access commands effecting options or information in the selected browse window tab or pane Use the following procedure to access local menus 1 Right click in the win
299. tes the selected item Displays a Table of Contents in the lower right pane of the selected book E xX Displays the Search dialog box and allows you enter search terms 3 20 Launches attachments graphics or other applications Creating and Editing Knowledge Base Books Folders and Topics Organize information in the either Knowledge Base or Personal Base by creating high level books internal folders and pages to address individual topics To create Knowledge Base books folders and topics 1 Select Go To gt gt Knowledge Base or select Knowledge Base from the main navigation panel The Knowledge Base window opens 2 To create a book click the New Book toolbar icon At the lt new book gt in the left pane under Knowledge Base type a name Click in the right pane to add HTML text or click the Attach a file toolbar icon to add an attachment Adding text or attachments at the book level is possible but will interfere with a book level Table of Contents Adding a TOC replaces the text on the book folder or topic GoldMine User Guide Knowledge Base 321 3 To add a folder highlight the book to which you want to add the folder and click the New Folder toolbar icon The new folder appears under the selected book Type in the name of the folder Click in the right pane to add HTML text or click the Attach a file toolbar icon to add an attachment To add a topic page highlight the book or the folder
300. the Licensed Software to verify Your compliance with Your License Limits Audit rights shall be subject to Your reasonable securities policies as applied to all of Your vendors and may only be performed once every twelve 12 months Restrictions a Proprietary Rights This is a license only and no title passes to You With the exception of the license granted under this EULA FrontRange and any Third Party Licensor retain all right title and interest to the Licensed Software and all related intellectual property and proprietary rights You will not remove or obscure any copyright notices logos or other proprietary rights notices or legends in the Licensed Software The Licensed Software contains information deemed confidential or otherwise proprietary to FrontRange and any Third Party Licensor and You will handle the Licensed Software with at least the same degree of care employed with respect to Your own confidential or proprietary information b Derivative Works Reverse Engineering You may not create any derivative works to the Licensed Software except to facilitate Your authorized use of the Licensed Software provided that Your use of such limited derivative works is subject to this EULA You may not modify decompile translate disassemble or reverse engineer the Licensed Software except if the laws of Your jurisdiction proscribe End User License Agreement EULA the enforcement of such prohibitions but then only to the extent actua
301. the result code from the F2 Lookup list This is a completion code to categorize the outcome of calls by You can use result codes to analyze specific completed activities For example enter SDM as the result code whenever you send out a demo or sample Date Select the completion date by clicking the down arrow and selecting the date in the F2 graphical calendar Time Select the completion time by clicking the down arrow and selecting the time in the F2 graphical clock Duration Type or select the duration of the activity in the F2 Lookup list Success Select Successful or Unsuccessful depending on the outcome after the call Notes Type any notes about this call in the text area type or append added notes To see the toolbar click inside the box Schedule a Follow up Select this checkbox and then select the type of follow up for example Call Appoint Next Action and so on 4 Click OK to return to the Complete a Call dialog box GoldMine User Guide Activities 159 Completing Letters and Memos You can use this procedure to complete a letter or memo on a contact s Pending tab the Activity List the Calendar or the Complete menu Use the following procedure to complete a letter or memo 1 9 10 11 12 13 14 15 Highlight the document right click and select Complete or Select Complete gt gt Correspondence gt gt Letter Memo At the Complete a Form dialog box click the Con
302. ties Activities scheduled for a future date and time store as records in GoldMine s Calendar Information about completed calls appointments kept and messages received transfers from the Calendar and the related contact s Pending tab to the History tab where it stores as a completed activity record View activities for users user groups for a particular date or for a contact Use the Calendar to view activities by date the Activity List to view by activity type and the Pending tab on the contact record to view the contact s activities for the contact Each activity record whether still pending on the Calendar or completed in the history file is linked to a contact record Connecting activities to contacts establishes a relational link to track the progress of customer relationships GoldMine User Guide Activities 139 Benefits of Using Activities Track pending activities List activities that need to be performed Control the scope of these listings they can be daily weekly or monthly View activities pending for a contact or view only those calls that must be made on a specific day Also view pending activities of other users Set up reminders Remind yourself about important activities Alarms can be set for activities GoldMine supports Record an electronic paper trail When activities are completed GoldMine maintains a record of what was done when it was done and by whom providing powerful information for sub
303. tification checkbox is checked and type your message into the Message box provided 3 Click Reassign to reassign the case or Cancel to exit the dialog without reassigning the case GoldMine User Guide Service Center 313 Escalating a Case The Escalate function enables you to escalate a case to a higher priority Use the following procedure to escalate a case 1 At the Service Center window at the toolbar click Escalate The Escalate Case dialog opens and displays the selected case s unique number Escalate Case Case List ABC 0100 12052008 Escalate To E mail To Message USER user Escalate Cancel 2 Click the Escalate To drop down menu to select the user to whom you will escalate the case To notify the selected user of the escalation via e mail make sure the E mail Notification checkbox is checked and type your message into the Message box provided 3 Click Escalate to escalate the case or Cancel to exit the dialog without re escalating the case 314 56 66 Center GoldMine User Guide Resolving a Case After a case is resolved it is removed from the active list Use the following procedure to resolve a case 1 At the Service Center window at the toolbar click Resolve The Resolve Case Dialog opens Resolve Case Resolution Type E mail Notification Add Message Articles Search Knowledge Base Add Attachment Resolve
304. tion Pane The Projects Manager window opens 2 Select a listed opportunity or project and click Customize 3 At the Opportunity Manager Customization Properties dialog box click the Fields tab and select from these options e New Creates a new user defined field on the Opportunity Project Properties dialog box Click New At the User Defined Field Profile dialog box enter the Field Name Description and select a field type e Character A character field Select the length of the field in the Len drop down list Numeric A numeric field Select the number of decimals in the Dec drop down list e Date A date field e Edit Edits a user defined field Click Edit At the User Defined Field Profile dialog box enter the Field Name Description and select a field type e Character A character field Select the length of the field in the Len drop down list Numeric A numeric field Select the number of decimals in the Dec drop down list e Date A date field 268 Opportunity and Project Management GoldMine User Guide e Delete Deletes a user defined field Click Delete and click Yes at the message e Move Up Reposition the selected field above other fields Select a field and click Move Up The field moves up one position e Move Down Reposition the selected field below other fields Select a field and click Move Down The field moves down one position 4 Click the Labels tab Allows you to change the na
305. tion point to the beginning of the next word Ctrl Right arrow Move the insertion point to the beginning of the previous word Ctrl Left arrow Select a block of text Ctrl Shift with any of the arrow keys Move the selected item up Alt Shift Up arrow Move the selected item down Alt Shift Down arrow Scroll the view without change of the selection Ctrl Down arrow Move the selection to the item matching the prefix letters in the beginning of a label Any printable key Other Control Shortcuts Menu Command Key Display the items in the active drop down list or combo box F4 Alt Up Arrow Hide the items in the active drop down list or combo box F4 Alt Down Arrow Down Cycle through the Tab controls Ctrl Tab Ctrl Page Reverse cycle through the Tab controls Ctrl Shift Tab Ctrl Page Up Move the insertion point to the beginning of the next word Ctrl Right arrow Move the insertion point to the beginning of the previous word Ctrl Left arrow Select a block of text Ctrl Shift with any of the arrow keys Move the selected item up Alt Shift Up arrow Move the selected item down Alt Shift Down arrow Getting Started GoldMine User Guide Navigation Shortcuts Menu Command Key Close the active window or program Alt F4 Close the active document in programs that allow you to Ctrl F4 have multiple
306. to check internet email or open the Outlook folder to manage Outlook messages GoldMine User Guide Contact Communication 225 Linking Email Messages to Contacts You can attach email messages to contacts using the Attach E mail to Contact dialog box Use the following procedure to link an email to a contact 1 Select GoTo gt gt Mail 2 In the E mail Center move messages to the Inbox or right click and select File The Attach E Mail to Contact dialog box appears displaying the sender s Internet account name return address subject of the message and the VCard name if there is one If the message was sent with a VCard select Use the VCard information if you create a new contact based on the VCard information 3 For an unlinked message select one e Find an existing contact and link this message to it Use the Contact Search Center to select a contact GoldMine will associate the message and VCard file with the selected contact e Create a new contact and link this message to it Uses the VCard information to create a contact and displays the Read E mail dialog box GoldMine will associate the message and VCard file with the selected contact e Find an existing contact create a new additional contact and link this message to it Use the Contact Search Center to select a contact GoldMine will create an additional contact from the sender of the message then link the message to the contact record e Do not link this me
307. tomate with Server Agents select Tools gt gt Services gt gt Manage Server Agents Select the Calendar Publishing tab and adjust settings To manually publish select Web gt gt Publish Calendar gt gt Publish Calendar s To publish your free busy time as ifb select Tools gt gt Options Select the Calendar tab then click More Options and then select the Free Busy Tab To manually publish select Web gt gt Publish Calendar gt gt Publish Free Busy Times Note that ifb is an iCalendar standard extension To export your calendar as ics select File gt gt Import Export gt gt Export to an iCalendar File 190 Calendars GoldMine User Guide Accessing Shared Calendars e To read a contact s published ifb select Edit gt gt Record Properties gt gt Contact Details gt gt Free Busy tab See Setting Free Busy Times on page 186 e To use the Contact s published ifb in the Schedule an activity dialog box select Schedule gt gt activity gt gt Free Busy tab See the GoldMine 8 5 Administrator s Guide e To importing a contact s isc and link to a GoldMine contact record iCalendar select File gt gt Import Export gt gt Import from an iCalendar File See the GoldMine 8 5 Administrator s Guide Publishing Free Busy Times Publish your free busy times to a network ftp or html location The publishing parameters are set in the calendar preferences Tools gt gt Options gt gt Calendar tab gt gt More Options gt gt
308. tput to a printer Microsoft Word or Microsoft Excel A corresponding popup window where you can select your link or rollover options appears for each selection Edit button This button allows you to edit an activity For example you can change the Activity or the User or the scheduled Date and Time of the activity Select an activity and then click the Edit button A popup window where you can edit your activity appears Complete button This button allows you to view and or edit a completed task For example you might complete a sale but you want to Schedule a Follow up phone call or add Notes to the activity Select the activity and click the Complete button A popup window where you can add or edit your activity appears 162 Activities GoldMine User Guide Activity List Main Window The Activity List Main Window contains three panes Table panel A table pane displaying activities which may be sorted and filtered by any of its five columns Use the drop down menu at the head of each column to select sort criteria or select custom to open the Custom Autofilter dialog for the selected column Code v Reference v Date v Time v Contact Y EUP need to fax her the latest Yan mo 3 5 2007 11 00a Scott Leonidsky UPS Blue 3 8 2007 10 00a lain John Conyngsby MIS Visit FrontR ange Solutions Home 3 10 2007 10 00a Lauren Hall Summary panel A summary pane at the bottom left of the Activity List Main Window displays Creation Updated C
309. ts Administrator Creating Email Templates Use the following procedure to create an email template 1 Select Go To gt gt Document Templates 2 Atthe Document Management Center at the User drop down list on the toolbar select the user to create the template for If the template is for all users select public 3 Right click on E mail Templates and select New The Edit E mail window opens FrontRange GoldMine Premium Edition Edit E mail dit GoTo Tools Actions Schedule Complete Web Window Help 0 v Save Attach Insert Check Print template files fied speling Rich text HTML Contact Attach VCard Request a return receipt Subject L G 3 9 T Common Contact Set User Tuesday January 13 2009 10 17 am GoldMine User Guide Contact Communication 215 4 At the Subject field type the subject of the email when using the template consider what you are sending to contacts The subject is also the template name appearing in the Document Management Center so it must be unique 0 NOTE The subject you type becomes the subject line 5 Click Attach files button on the Edit E mail toolbar to attach a file to the template 6 Browse to locate the file you are attaching to the template 7 Select the Options tab to configure template formatting and encoding options 8 Select Rich text HTML to send the message in HTML The Rich text
310. tunity is created based on the template Carefully consider the settings for example the Acct Manager becomes the default owner and therefore the default Manager of the opportunity Users can change the settings as they create the opportunity 4 Complete the fields as needed e Template Name Type the name of the template or select a name in the F2 Lookup list Acct Manager Select the user or user group in the drop down list e Code Type or select a code in the F2 Lookup list e Default Status Type or select the starting status for the opportunities created using this template Default Stage Type or select the beginning stage for the opportunities created using this template e Source Type or select the source of the opportunity GoldMine User Guide Opportunity and Project Management 287 5 e Number of days to complete Type or select the number of days needed to complete the project e Task dates to be based Select the date entered for tasks set up for the project This date appears in both the Start Date and End Date fields of the Task dialog box Click OK to save and close Using the Project Wizard The Project Wizard takes you through the process of creating a project configuring basic information and setting the initial information in the tabs The Projects tab on the contact record displays the projects associated with the contact Use the following procedure to open and use the Project Wizard
311. ual Recipients Entry dialog box Type a manual email address e To GoldMine user or group Displays the GoldMine User Recipient dialog box Select a GoldMine user or user group To Distribution list Displays the Distribution List dialog box Select a predefined distribution list To Outlook MAPT recipient Launches your local or network Outlook address book 5 Click Link to link the email message to the current contact and file the message in the History tab when sent 6 To add recipients click Ce At the pop up menu select one of the following e To Adds recipients to the To list e Cc Sends copies to other recipients Bec Sends a blind copy to other recipients GoldMine User Guide Contact Communication 213 10 11 12 Fi Click the Recipients button again and select one of the recipient types listed in step 6 Multiple types of recipients are allowed In the Subject text box type a subject or select a template in the Subject drop down list Type a message in the message text box To use HTML formatting in the message in the Options tab select Rich text HTML Check your spelling by right clicking and selecting Actions gt gt Spell check To configure settings for for the e Adding email attachments e Options tab e Mail merge tab Click the Attachments icon to add email attachments Click Send to send the message immediately or Queue to queue it for sending at the times defined in th
312. ult code and success level for completed activities e Type 8 result code in the Result field Select Successful or Unsuccessful from the Success drop down list 4 If you selected Complete or Delete selected Activity Type s Only select Date range then From and To dates using the F2 graphical calendar 5 Click OK GoldMine User Guide Activities 153 Scheduling Literature Requests Literature options must be configured in the Literature Fulfillment Center before you can add them as a scheduled activity For more information on the Literature Fulfillment Center see About the Literature Fulfillment Center on page 236 Refer to the following example when following the procedure to schedule a literature request Example Schedule a literature request to remind the user to send literature and a cover letter to contacts on a particular day 1 Select Schedule gt gt Literature Request or Actions gt gt Send Literature Request to Contacts Schedule a Literature Request Details Series Contact Assigned to Routing Printer Send Date Cover Letter User 10f 10 2008 none USER USEF Clalarm RSVP Literature List Special Instructions all Mi Opportunity Project none v Or Case none x At the Schedule a Literature Request dialog box click the Detail tab 3 Click the Contact drop down arrow to select from additional contacts or click the right f
313. us File at http msdn microsoft com en us library ms345187 SQL 90 aspx 0 NOTE The thesaurus file must be edited For more e Search by prefix Click this button to search on the prefix the first few letters of a word e Number of items to keep in history Specifies the number of search terms to save Enter a value or click on the spinner control to increase or decrease the number e Clear History button Click this button to remove saved search terms e Language Select the language for the search results from the dropdown box 4 Atthe Documents tab you can specify the document locations that the Windows Desktop Search Engine will search this tab is not displayed if Windows Desktop Search is not installed Complete the following fields as needed GoldMine User Guide ContactManagement 117 Properties Dialog General Documents Grid Search Filters Advanced Include items From local Windows index v Include all indexed locations Local or UNC Paths 4 Edit Delete VJ Include items from remote Windows index Host Select Host UNC Paths Add Edit Delete Show linked contacts in search results Complete the following fields as needed e Include items from local Windows index Click this checkbox to search documents using the local Windows Desktop Search index e Include all indexed locations Click this checkbox to search in all locations which are d
314. vities 9 Closed Activities E E mail Occasions Holidays GoldMine User Guide Activities 141 Scheduling and Completing Activities 142 Activities Activities are time specific or event based actions linked to contacts calls appointments letters or other types of activities To Do tasks or events assigned to users GoldMine is designed to link contacts with scheduled activities which lets you schedule the activity on your calendar and on the contact s Pending tab When you complete the activity it is moved to the contact s History tab creating a record of communication and activity About Scheduling Activities You can schedule activities using one of the following methods e The Calendar e The Pending Tab e The Schedule Menu You can schedule the following activities e Call e Next Action e Appointment e Literature Request e Forecasted Sale e Other Action To Do e Event Use the Schedule dialog box for Calls Next Actions Appointments Other Actions and Events to configure e Detail Schedule Activity details See Scheduling Activity Details on page 145 e Users Schedule users to the activity See Scheduling Activities to Users on page 147 e Resources Company resources you can schedule to the activity See Scheduling Activities with Resources on page 147 e Free Busy Available time of the scheduled users See Scheduling Activities Based on Available Times on page 148
315. vities for the project See Editing History Information for Opportunities and Projects on page 286 278 Opportunity and Project Management GoldMine User Guide Creating Projects Use the following procedure to create a project 1 2 Select Go To gt gt Projects At the Project Manager dialog box click New or right click and select New gt gt New Project from the local menu At the New Project Prompt dialog box click e Yes The Project Wizard appears See Using the Project Wizard on page 288 e No The New Project dialog box appears Complete the following fields as needed and then click OK e Company The company in the current contact record populates this field To change the contact click the Search button to the right and select a company from the Contact Search Center e Contact Select the primary or additional contact in the drop down list The Contact field label will change according to the type of record selected For example if the selected record type is Car then the field label will appear as VIN with a drop down list of Vehicle Identification Numbers e Type Defaults to Project and cannot be changed in this dialog box e Templates of User Select the user who is the owner of the template to use e Please select a template of the selected user Select a template in the drop down list See Creating Project Templates At the Project Properties dialog box complete these fields as needed
316. vity Selections are Contact Pending Tab Activities List and Calendar Show columns Select the columns you want to display GoldMine User Guide 6 At the Search Filters tab create the desired search filters This allows you limit a search to records returned by the search filter Properties Dialog General Documents Grid Search Filters Advanced Search Filters Name area Expression Cities Contacts Companies Contacts Select User USER USER 7 Select the following options e Select User Lists the filters for the selected user Select from the dropdown list e Add Click this button to add a new filter e Name Type in the name of the new filter e Owner Select the owner e Area Select the area for the filter for example Contact or Cam paign e Expression Build the expression Build Click this button to open the GoldMineLookup Wizard and build a search filter as an SQL query Check Click this button to verify the filter expression e Edit Select a filter and then click this button and make your edits e Remove Select the filter you want to remove and then click this button GoldMine User Guide ContactManagement 1 7 Atthe Advanced tab select the GoldMine tables that Microsoft Full Text Search will index Properties Dialog General Linked Docs Grid Search Filters Advanced F Enable indexing NOTES Notes area CAL Calendar Activities area MAI
317. w Company and Contact dialog box When finished the contact is added to the existing Relationship and to the Relationship on the new contact record Link all Group Filter Contacts to the Section Adds all the members of the activated filter or group to the Relationship About the Details Tab The Details tab stores information about the contact such as email addresses pager PIN birth dates and so on This information is indexed for record searching Web site and Internet email addresses store in the Details tab Store additional user defined information in the contact Details tab section The Details tab lets you store multiple pieces of information on the same subject without creating new fields for example if keeping track of the types of cars a contact owns you can create a separate record for each vehicle without creating new fields The Detail tab supports a one to many relationship with the contact The data stores in the ContSupp table Each record contains at least the following e Date The date the detail record was created e Detail The name of the detail record entry Credit Card Number Computer Type e Reference The value associated with the detail entry for example if the detail entry is Computer Type the reference would be Dell Define standard detail records using the F2 Lookup list Customize by creating extended detail records Add a Detail to the Detail Tab by right clicking the tab and selecting New T
318. w the information about the contact record creation and updates You cannot change the information on this tab Deleting a Detail Record Use the following procedure to delete a detail record 1 Select the record to delete and right click 2 At the local menu select Delete About the Pending Tab 96 The Pending tab displays all activities scheduled for the contact Use the Pending tab local menu to manage pending activities for the contact record The Pending tab contains the following fields e Activity Displays a value based on type of scheduled activity Activities include e Appt appointment e Call call back e Action next action e Lit literature request Message message e Sale forecasted sale Other other action e To do to do e OutMail queued Internet e mail messages Contact Management GoldMine User Guide Date Date activity is scheduled for completion Time Scheduled time of the activity User Name of the user for whom the activity is scheduled Code Activity code or other identifier that categorizes the activity Reference Reference information entered for the scheduled activity Follow up Close deal Activities Local Menu The Activities local menu allows you manage scheduled activities in the Pending tab and Activity list For example you can schedule an appointment or complete a call The local menu contains the following Schedule Lets you select a particular
319. wing Gold Vine 010 sisirin neiko airen airone nei inni PRERE REPRESE E REO LEHR 52 MR ae UM ss onesies amen ca aerate ee ae ies QuickStart Wizard 55 Using the User Information QuickStart Wizard nikna 57 Using ihe User OULES TAPE VY 60 Using the Industry Templates Quick 1 E 63 Using the Key Fields QuickStart Wy R EREE CERESE REEDA 67 Using the Postal Codes QuickStart Wiza eonninnen orni eiA E REA 69 Using the Data Import QuickStart WV TRA nei RE EREN EEE inis 70 Using the GoldMine FLUS QuickStart aE arise 74 Table of Contents GoldMine User Guide Contact Management 75 aoaaa daca ha ae ede ein ca pan eaonitat E cel amined Leas 75 76 Apur Contact Record Contei Senmi Center Tooli iauna RA 78 NRE RN 79 About Creatine Contact Recond A Creneryr eerenrr gn nerer 79 SST 2 New Contact arisini iari aiiken RENEE EAA ARETORA RRE ERE EEE aii 82 RUSTICA M Duplicate Company or Contact Name R 82 wags eee Phone Tat esnerik is ikera aR ARE EEES ARAETA EE 83 Duplica Emal 83 Adding Contacts To a Existing pair cpsviansosapts ceccssapsiasain asda REVR e panne ERRi 84 Paimio Conte t RECOM Sein A 85 Pentin Comoct RECON keenean a iaai a R Ei 85 Linking Peles tae Contaci 8 87 Displaying Multiple Contact Records is ssis csssessascwnisseteos wesvcanaesants amikini dawnt ba
320. wing filter or group re Delivery To Printer C Queue for EE days To access this dialog outside of the Document Management Center select Actions gt gt Begin Mail Merge The Mail Merge Properties dialog appears with an additional Template Tab GoldMine User Guide Contact Communication 205 2 In the Contact Selection area select from the following This Contact Merges the document with the primary contact from the active contact record or select an additional contact from the drop down list All contacts linked to contact name Merges the document with the primary and additional contacts for the active contact record All contacts in the following filter or group Merges the document with ALL contact records or with the filtered group or contact group selected from the drop down list 3 If you select All contacts linked to contact name or All contacts in the following filter or group select from the following e Primary Merges the document with the primary contact e Additional Merges the document with the additional contacts e Merge code Merges the document based on the code you select in the F2 Lookup list 4 In the Delivery area select the To method from the drop down list Printer or FAX 5 Type or select the Queue for x days to delay the printing or sending of the document This option sets the document to print at a selected number of days in the future using the Server Agents or th
321. x opens In the Attached file field type or browse to the location of the file to attach If attaching an application browse to the exe file for the program Select Synchronize the file to include the attachment when the Knowledge Base information is synchronized to remote users Click OK The path to the attached file appears on the right of the Knowledge Base toolbar and the Launch Attached File button is active To open the attached file or application click the button or right click and select Launch Knowledge Base GoldMine User Guide Glossary gmb The file extension for a backup file created by the Back Up Wizard ics iCalendar file extension A AccountNo The Account Number field uniquely identifies a contact record and is the common field value that links the Contact1 table to Contact2 Cal ContSupp ContHist and OpMgr Action The Automated Process action is the activity performed when triggered Activities Activities are time specific or event based actions linked to contacts for example calls appointments letters or other types of activities such as To Do tasks or events that are assigned to users Activity list A window that displays task or event information The Activity List displays eleven categories of information in a set of tabs Additional Contact Individual associated with the primary contact such as an administrative assistant GoldMine stores this information in the C
322. y updates each time a calendar activity is completed Edit as needed Next Step Displays information about the next activity as sorted by record type code Next Action Earliest scheduled date of a next action for this contact Automatically maintains the date of the pending Next Action scheduled on the Calendar Appointment Date of the first scheduled appointment Call Back Date of the earliest scheduled call back Forecast Date of the forecasted sale recorded on the Calendar with the earliest predicted close date Last Contact Updates date and time fields whenever a telephone activity is successfully completed Last Attempt Updates date and time fields whenever any activity is completed as unsuccessful Last Update Updates fields to indicate user who last edited the contact record and the date Creation Updates fields to indicate user who created the contact record and the date Record e Firebird and SQL Displays n a in the field because SQL databases do not run true record counts Run an SQL query to get a record count For more information on running queries see the GoldMine 8 5 Administrators Guide GoldMine User Guide ContactManagement 101 Searching for Contacts When working in a large database trying to locate a contact or for information on a contact record by scrolling through the contact records one at a time is inefficient and time consuming GoldMine Premium Edition two search options to help y
323. ze an unlimited amount of free form content NOTE As the logged user you are the only one that can see entnes in your Personal 5e To leam more about how GoldMine s Knowledge Base can help you click hara To begin working with the Knowledge Base please click OK to continue F Dont show me this message again More Info OK Click OK and the Knowledge Center opens ane RA aN Getting Started GoldMine User Guide For more information and procedures for using the Knowledge Base Center see Knowledge Base on page 319 Global Toolbar The Global Toolbar is located directly beneath the Main Menu GoldMine Premier Edition installs default content This toolbar can be customized For more information on using and editing the global toolbar see About Customizing Toolbars on page 35 Navigation Pane The Navigation Pane is a new feature in GoldMine Premium Edition The Navigation Pane offers additional viewing and navigation options depending on the module selected Contact Search 9 leads l Import leads Assign a source code R Analyze leads Assign a merge code Assign an owner Organize filters Organize groups s4 Contacts 25 Activities 4 Calendar Mail J Opportunities Z Projects 6 Campaigns Gin Service Toads wf D Knowledge Base For more information on the Navigation pane see

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