Goldmine Training Program

Gold Mine.
Sales & Marketing~
User Training Manual
Presented by:
Help Desk Automation Experts, Inc.
17748 Sky Park Cirle, Suite 200, Irvine, CA 92614. (949) 476-8224 I (866) 4HAENOW I www.4hae.com
Copyright© Vertical Marketing 2001 .

GoldMine is a registered trademark of FrontRange Solutions, Inc.
DBase is a registered trademark of Borland International
Hewlett-Packard Laser Printer is a registered trademark of Hewlett-Packard Company.
Microsoft Word is a trademark of Microsoft Corporation
GOLDMINE® Version 5.0
Quick Start Training Manual

Preface
The chapters in this manual are organized into three parts. First, the Objective section
outlines the topics to be covered in the chapter. Next, the Discussion section give an
overview of the topic and defines the limitations of the various software features you will
learn. Lastly, the Training pages provide step by step illustrated instructions for each
chapter topic.
Type Stvles
In this manual, certain type styles have different meanings. Normal type is used for
explanatory material, such as that which you are reading now.
Bold text is used to designate menu commands or choices displayed on your monitor,
whether you highlight them, click on them, or press a letter to choose them.
Combined menu commands will be displayed in bold print with a series of dots between the
commands, as in file ..• New Record. To use your keyboard, type the underlined letter.
Symbols such as (!!!) and f!i!l + CYl designate keyboard keys or combinations of keys which
are depressed simultaneously. For example, this manual would indicate that you are to
press the [Enter) key by displaying I • ' 1. Similarly, this manual would indicate that you are
to press the [Shift] and [F1] keys simultaneously by displaying: !Shill)+ lED. Notice that the
names of keys you should press are displayed as they usually appear on the keyboard.
Italics are used for user field labels and dialog boxes or windows displayed on your screen
in response to commands. These areas generally require you to enter information or
commands.
Bold italics are placeholders for information you must provide. For example, if the
DELETE command required you to specify which record to delete, this manual would write
the command as DELETE record. You would type or select the actual name of the record·
instead of the word shown in italic type. In addition, you may find important information,
notes, hints, and warnings in small italics.
Large type is used for chapter and section headings.
Underlined text is used for subsection headings.
© 2000 Vertical Marketing, Inc. xi

Data Entry Conventions
The word "Select" is used to indicate the selection of a menu command or command
button. You can click on your selection with the mouse, or use your keyboard to carry out
the action. Bullated lists will offer several optional ways of accomplishing the same task.
General entry conventions include:
To make a menu selection:

• Press ~ + letter key from Main Menu, CDil to selection and press
1·•- 1 I
• Press ~ + letter key from Main Menu, press letter of submenu
selection
• Click menu selection, drag the cursor to highlight the submenu
selection and click
• Click a displayed icon
To select or deselect a radio button or checkbox:
• Press ~ + letter
• l!§l to selection and press I ..,... bor
• Click in the button or checkbox
To select a command button:
• Press ~ + letter
• !!§) to highlight selection and press ~
• Click in the button or checkbox
To enter information in a field:
• Press ~ + letter. Type a value, or press lf!l for a lookup window.

CDil to highlight a selection and press I • I I
• Click in the field. Type a value or right-click for a lookup window.
Double-click a selection.
• Click on the spin controls to make a selection.
• Press ~ + CD or click on the CD with the mouse to open a drop down
list box. Make a selection from the list using the keyboard or mouse.
To move to the next window in a Wizard:
• Press I • 1 I when Next> or Back> is highlighted

• Click the command button
xii C> 2000 Vertical Marketing, Inc.

Mouse Overview
This manual assumes you are using a mouse with the left mouse button configured as the
primary button. All clicks are assumed to be single left clicks unless otherwise indicated.
"Point" means to position the pointer on the desired area of input or choice.
"Click" means to press and immediately release the mouse button without moving the
mouse pointer.
"Double-click" means to click twice in rapid succession without moving the mouse pointer.
"Drag" means to click and hold the mouse button while moving, or dragging, the mouse
pointer across the screen. Release the button when the object is where you wish it to be
placed.
Keyboard Overview
A keyboard can be used for almost all GoldMine commands and functions. If you do not
have a mouse, or prefer to use the keyboard, most menu commands are activated by
pressing the @!I key and the underlined letter key simultaneously. Pull-down menu
commands or browse window choices are activated by typing the underlined letter or using
your CIXD keys to move the lightbar to your choice and pressing I • I I. Local menus are
accessed using the I .,... bar I bar, Lookup Windows using the@ key.
One final word about keyboards. This manual will refer to the Enter, or Return key as
I • 1 1. This ·character refers to the same keystroke that provides a carriage return or ends a
command.
About This Manual
This manual has been designed for a computer user to learn the capabilities of the
GoldMine for Windows 4.0 contact management system using textbook study and practical
applications on the system. It is not meant to replace the GoldMine Reference Guides, but
act as a supplement and step-by-step desktop reference material. This manual assumes
you are familiar with computers or on-line terminals, basic computer terminology,
understand file management, and have a basic knowledge of the Windows 95 environment.
© 2000 Vertical Marketing, Inc. xiii

GoldMine for Windows 5.0: Quick Start Manual
Table of Contents
Chapter 1 - Introduction to Screens & Menus............................................................................................ 1

Objectives ................................ .... ............ .. .. .. ................................................................................ 1
Discussion...................................................................................................................................... 2
GoldM ine Features............................................................................................................ 3
Starting GoldMine. ...................................................................................... ............. .......... 4
The Main Work Area ...................................................................... ............ .......... ............. 5
Information Displays.......................................................................................................... 6
Manipulating Windows...................................................................................................... 7
Main Menu Bar.................................................................................................................. 8
Browse Window ............................................................................................................... 10
Lookup Windows.............................................................................................................. 11
Editing Lookup Windows ................................................................................................... 12
Using the Graphical Clock................................................................................................. 12
Using the Graphical Calenda ............................................................................................ 12
Tab Bar ............................................................................................................................. 13
Local Menu....................................................................................................................... 13
Basic Toolbar.................................................................................................................... 14
The Keyboard ................................................................................................................... 16
Hot Keys ........................................................................................................................... 18
Getting Help ....................................... .... .............................. .............. ............. ................. 19
Exiting GoldMine .............................................................................................................. 20
Chapter 2 -The Contact Record ............................................................................................................... 21
Objectives ..................................................................................................................................... 21
Discussion ..................................................................................................................................... 22
Contact Record ................................................................................................................. 23
Adding a New Contact...................................................................................................... 24
Key Fields ......................................................................................................................... 26
Editing Contacts ............................................................................................................... 26
Personal Rolodex .............................................................................................................. 27
Deleting Contacts .............................................................................................................. 28
Deleting Contact Records ................................................................................................ 28
Delete Wizard ................................................................................................................... 29
Hints, Tips and Tricks ....................................................................................................... 31
C 2000 Vertical Marketing, Inc. XV

Chapter 3- The Tab Bar ........................................................................................................................... 33
Objectives ..................................................................................................................................... 33
rn~~~ ..................................................................................................................................... M
The Tab Bar ...................................................................................................................... 35
Local Menus ..................................................................................................................... 36
SummaryTab ................................................................................................................... 37
Fields Tab .......................................................................................................................... 38
Notes Tab ......................................................................................................................... 39
Contacts Tab .............. .................................................................. .............. ...................... 40
Creating an Additional Contact... ...................................................................................... 41
Viewing and Editing an Additional Contact ...................................................................... 42
Contacts Tab Local Menu ................................................................................................ 42
Details Tab ....................................................................................................................... 43
Adding a Standard Detail ................................................................................................. 44
Details Tab Local Menu .................................................................................................... 45
Viewing and Editing Standard Details .............................................................................. 45
Adding an Expanded Detail .............................................................................................. 46
Referrals Tab .................................................................................................................... 48
Creating a Referral ........................................................................................................... 49
Audit Tab ........................................................................................................................... 50
Status Tab ......................................................................................................................... 50
Pending Tab ..................................................................................................................... 51
History Tab ....................................................................................................................... 52
Links Tab .......................................................................................................................... 53
Members Tab ................................................................................................................... 54
Tracks Tab ........................................................................................................................ 55
Opportunity Tab ................................................................................................................ 56
Projects Tab ..................................................................................................................... 57
Chapter 4 - Querying the Contact Database ............................................................................................. 59

Objectives ..................................................................................................................................... 59
Discussion ..................................................................................................................................... 60
Finding a Contact Record ................................................................................................. 61
Contact Listing .................................................................................................................. 62
Finding Detail Records ..................................................................................................... 63
Searching for a Value Within a Field ................................................................................ 64
Using the Goto Menu ....................................................................................................... 65
Chapter 5 - Scheduling Contact Activities ................................................................................................. 67

Objectives ..................................................................................................................................... 67
Discussion ..................................................................................................................................... 68
Scheduling Commands .................................................................................................... 69
Activity Codes ................................................................................................................... 70
Scheduling an Activity ...................................................................................................... 71
Alarms ............................................................................................................................. 73
Scheduling an Activity for Multiple Users ......................................................................... 74
Resources Master File ..................................................................................................... 75
Resources Folder ............................................................................................................. 76
Determining Available Time ............................................................................................. 77
Scheduling Recurring Activities ....................................................................................... 78
Group Scheduling ............................................................................................................. 79
Scheduling an Event ......................................................................................................... 80
Scheduling a Forecasted Sale ......................................................................................... 82
xvi © 2000 Vertical Marketing, Inc.

Conflict Checking ........... .. .. .. .. .. .. ............. . .. .. .. .. .. .. .. .. .. .. .. .. .. ............ .. .. . ............ .. .. .. .. .. . ..... . 64
Unscheduled Activities . .. .. .. .. .. .. .. .. ......... .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . ........... .. .. . ........ .. .. .. .. .......... 64
Setting Up a To- Do List.................................................................................................... 65
Scheduling a Literature Request ....................................................................................... 66
Chapter 6 - Activity Listings....................................................................................................................... 67

Objectives .. .. .. .. . .. . ... ..................... .. .. .. .. .. .. .. ..... ....... .. .. .. .. .. .. .. .. .. .. .. . .............. .. .. .. . ......... .. . ............... 67
Discussion ..................................................................................................................................... 66
The Activity List ........ .. .. .. .. .. .. .. .. .. .. .. ....... .... .. .. .. .. .. .. .. .. .. .. . .............. .. .. .. .. . ........... .. .............. 69
Activity List Local Menus .. .. .. .. .. ... ...... . ... .. .. .. .. .. .. .. .. .. .. .. .. .. .. ... ........... .. .. .. . ........... .. . ............ 91
Pending Tab .. . .. . .... .. ..... .. .. .. .. .. .. .. .. ........... .. .. .. .. .. .. .. .. .. .. .. .. . .............. .. .. .. ... ........ .. .. . ............ 94
Graphical Calendar Display ............................................................................................. 95
Calendar Local Menus .. .. .. .. .. .. .. ... ....... ... .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . .......... .. .. .. ............... .. . .. ....... 97
Planner Folder.................................................................................................................. 99
Outline Folder................................................................................................................. 100
Peg Board Folder .... .... .. .. .. .. .. .. .... ........ ... .. .. .. .. .. .. .. .. .. .. .. .. .. .. ......... .. .. .. . .. ........ .. .. . ............. 101
Chapter 7 - Completing Activities ............................................................................................................ 103

Objectives .................................................................................................................................... 103
Discussion .................................................................................................................................... 104
Result Codes ................................................................................................................... 105
Completing an Activity ..................................................................................................... 106
Completing a Forecasted Sale ........................................................................................ 106
Using Local Menu Complete Commands ....................................................................... 109
Completing Timed Calls With the Dial Menu .................................................................. 109
Viewing Contact Record History ..................................................................................... 11 0
Viewing User's Completed Activities .............................................................................. 113
Appendix A Copyright and Trademarks ................................................................................................... 115
@ 1998 Vertical Marketing, Inc. xvii

Chapter 1 -Introduction to Screens & Menus
Objectives
In this lesson, you will learn how to:
• Utilize GOLDMINE for increased productivity
• Start the GOLDMINE program
• Understand screen layout
• Select menu options
• Get help from GOLDMINE
• Exit the GOLDMINE program
© 2000 Vertical Marketing, Inc. 1

Chapter 1 • Introduction to Screens & Menus GOLDMINE 5.0
Discussion
GOLDMINE provides an automated system for managing your contact records and
activities. If you are working with others, it supplies a central location for all the data
related to a single contact for use by everyone who needs to see and support that
contact. By providing single keystroke responses to prompted questions, you can
collect, organize, and update information for every lead, every contact, and every
account management task.
With GOLDMINE you will be able to view the complete history of your existing contacts,
create reports, analysis and forecasts of your sales or activities, determine your To-Do
list for the day, and even look at your upcoming week or month. GOLDM/NE helps you
to plan effectively by eliminating scheduling conflicts automatically.
GOLDMINE will also allow you to search your account information in a variety of ways.
For example, GOLDMINE can tell you which customers bought a particular product
from you during a specific time period. If you are going on the road, GOLDMINE can
quickly tell you who your most profitable customers are in the ZIP codes where you will
be traveling, and the date you last contacted them. It will supply customer service with
a complete history of when the client called, what they said, who helped them and what
action was taken. GOLDMINE can be customized to track due dates, collect sales or
accounting information, or reply automatically to requests for information.
The focus today is how to be more effective in contacting potential prospects and
keeping current customers. GOLDMINE was designed to make this happen.
2 © 2000 Vertical Marketing, Inc.

GOLDMINE 5.0 Chapter 1 - Introduction to Screens & Menus
GOLDMINEFeatures
Here are some of the features that will make account management more efficient:
·Ability to create an unlimited number of contacts.
• Quick menu or icon selection and ~lookup window data lists.
• Ability to define and customize your own data fields and views.
• Scheduling of multiple activities for each account.
• Task and calendar listings to keep on top of scheduled activities.
• ODE links to Microsoft Office Word for Windows for merging contact data
automatically to form letters, faxes, and memos. These documents can then
be linked to the contact record in GOLDMINE.
• Virtually unlimited (64K) free-form note entry for each contact.
• Automatic alarms which act as reminders of scheduled activities.
• Easily generated reports reflecting past, present, and future activities.
• Powerful search and query functions make a large client base and/or
geographic area manageable.
• Calendar activities which are linked with the contact for which they were
scheduled.
·Automatic completed activities history maintained for all contacts and users.
• Built-in statistical and graphical activity analysis functions.
• Telemarketing, branching, and topic scripts.
• Automatic scheduled "touches" to keep in contact with prospects and

customers.
• Built-in project management tools to effectively manage multiple projects per

contact record.
• Complete Internet integration.
© 2000 Vertical Marketing. Inc. 3

Chapter 1 -Introduction to Screens & Menus GOLDMINE 5.0
Starting GOLOMINE
1. Locate the GOLDM/NE icon on your desktop. Double click on the

icon. or select Start ... Programs ... GoldMine 5.0 from the Windows
task bar.
2. Type Username and e.assword, if any, and select OK or press I • 'L
Itffil GOLDMINE is NOT case sensitive.!
~GoldMine El
Gold Mine® 5.0
Standard Edition
Version 5.00.041 November 1999
This p10duct is hcensed to

Vertical Marketing, Inc.
Serial Number: 0·0001-1 6068428
Copyright® 1989 ·1999 GoldMine Sollware Corporation. All rights reserved.
J;;ancel
GOLDMINE will display the last database and contact record that you worked on.

The Main Work Area
GOLDM/NE's main work area is divided into three parts:
The window's Title Bar, Main Menu and Toolbar are displayed across the top of the
screen. Use the Main Menu and toolbar with the keyboard, or mouse, to execute every
major function within GOLDMINE.
At the bottom of the window is the Status Bar which contains the current date, time,
name of the logged in user, and active database .
• Daphne Duck 111;1£1

ffi Company \1/orld \.Vide Webb Foot Phone 1 {217)555-1 000 E<t
Contact Daphne Duck Phone2. {703)556-1236 Ext CeU
Dept L<!st: Duck Phone3 E<t
Trtle Vice Presider1l Oeo!Jr- Ms Duck FAX: [800[319-9473 E<t
SoUJce: S. McD1..1ck Ass!: E·ma1l: dduck@worldwrde com
Web Srte. www wwwebloot.com
Address 230 Quacker Court
Contact Type Customer
lndustw Consultant
U~,r
L,j;keland Interet! GoldMine/GoldSync
State Ml Z•p 62503 Accnl Mngr Nici Mahlandt
Country United States Merge Open
Summar_y \ Frelds \ Notes \Contacts\ Detarls \Referrals\ Pending \ Hrstory \ Links \ \ ._, • ~
Comments Last Contact 03/07/00 5.12pm
Prev Result Schedule Appointment La~t Attempt
Ne1<t Step Revrew Proposal
last Update 03/19/00 MASTER
N e:o:t .6.ct1on Appow.tm~nl· 03/29/00 Creat1on 03/19/00 DAVID
Call Back. Forec!st: Record: 2 ol 2
The middle part of the screen is called the Work Area. Information on the displays in
the work area are held in a data field. Each data field is preceded by the field label,
which describes the field.
'11 When the mouse pointer is placed on an icon, or a main menu command is
highlighted, a description of the command will appear on the left side of the
status bar.
ail Use _Edit ... freferences and select the Miscellaneous tab to run the default
GOLDMINE 4.0 menu.

Information Displays
GOLDMINE displays information in various window displays in the central work area.
The active window will always have a different Title Bar color. Several windows can be
open at the same time. When you select a menu command, it always operates on the
window that is active, even if the screen shows a different window on top.
GOLDMINE main windows include:
Contact Record- Information centered around the contact.
Activity List· Activity information displayed for all contact records by the user.
Calendar- Activity information for all contact records displayed on a graphical

calendar, by user.
Filters and Groups - User defined groups of contact records.
Rolodex • User's personal telephone list.
Contact Listing -A list of all contact records used to locate a contact in the
database using the GOLDMINE lookup functions.
Scripts • Display of topic and branching Scripts.
InfoCenter- May list current program requirements and other information to

assist the sales efforts.
Project Manager- A management tool for ongoing projects
Opportunity Manager- A management tool for opportunities
Document Management Center- Lists all merge documents and attributes
E-Mail Center- Manages e-mail correspondence
The appearance of the window display, and its associated windows and dialog boxes,
is manipulated with the Control menu, the Main Menu Window command menu or the
mouse.
6 © 2000 Vertical Marketing. Inc.

GOLDMINE 5.0 Chapter 1 -Introduction to Screens & Menus
Manipulating Windows
The Control menu is located in the upper left corner of the Title Bar, and is
Move usually represented by a tile or icon. It can be displayed for use in two ways:
liize
Minimize • Click on the tile, or icon, in the upper left corner
lda~imize • Press ®D+ I •p•c• 0 •• I when a window is open
!;lose AII•F4
1-lol xi Click on the icons in the right corner of most windows to minimize, maximize
or close a window. Closing the main window will usually close the program.
The size and location of a window can be changed with the mouse. Click on, and drag,
the edge to the desired size.
Click on, and drag, the Title Bar of any window to move the box to another location on
the screen.
The Window command on the Main Menu bar provides additional options for working
with windows.
Iile -Arranges and sizes open windows vertically so all are visible.
Tile Wide- Arranges and sizes open windows horizontally so all are visible.
Cascade - Stacks open windows so all title bars are visible.
Arrange Icons -Arranges open window icons.
C!ose All - Closes all open windows.
TQol Bar and Status Bar- Opens (add a check) or closes (delete the check) the
bars.

Main Menu Bar
GOLDMINE uses a standard Windows pull-down menu system, both on the main
screen, and in dialog boxes and windows.
The Main Menu bar appears across the top of the GOLDMINE screen. To select a Main
Menu command and display the pull-down menu:
• Place the mouse pointer on any Main menu command and click the
left mouse button
• Press the ~ + letter combination
To select a command in a pull-down menu:
• Click the choice

• Press the letter
• Use CDJJ to move the lightbar to the command and press I • 'I
1e 5.0
Some pull-down menu commands ll:oakl.p contact ~chedule .Complete
----·------ ---------
have a secondary command menu or .Qompany ...

! ""' i'J ~ ~\ I
submenu that is noted by a right· Contact...

facing arrow next to the command. !,est..
.Ehonel...
Indexed F1elds • Zip .. .

Menu commands with an ellipsis( .. ) Qetail Records ... .Qity .. .
will display additional dialog boxes Eilters ...
~tate ...
which must be completed before the .Countl)l...

SQL Queries ...
command can be carried out. 8ccountNo ...
Text~earch • .~~
Qo to .Contact Type ..
!ndustl)l...
ln!ernet Search ... Interest...
8ccnt Mngr ...
Del
Qpen ...
To collapse menu command boxes

• Press (Esc)
• Click on another menu choice or tab folder

GOLDMINE 5.0 Chapter 1 • Introduction to Screens & Menus
Pull-down menus are also available in dialog boxes and windows. If a pull down menu
is available for a command choice, a CD is displayed at the end of the field. To open
and make a selection from this type of pull-down menu:
• Click once on the down arrow, then click on your choice.

• Press the command's @!!+ letter combination then press @D + CD.
• Use CDOJ to move the highlight to your choice and press I • 'I
~@~contact Listing l!lliiD
~
find Value: !World Wide Webb Foot r. .Erimary Contacts
r Additi.Qnal Contact
~ort Order: j Company oo:J Sbrink I p······..···················································
lS..~.P..C:..~r ~-~g_l_lJ.IIl.n...l:'ltS.9.r.\
3!d Column: j ..:J r Sync !;ontact Window
Company Contact Phone1 I~

GoldMine Software Corporation Jon V. Ferrara [31 0)454-6800 ...
Heather Hill Scott Leonidsky (216)294-4664
-
Kaiser Permanente Morley Williams (503)712-2222
LAN Conquest Marty Specca (770)730-6900
Latham &Watkins Ian Kendall [213)934-1234
1-jovell Hoby Stechild [512)999-8888 -'
The Flower Shop Sue Hill [818)678-4567
Windows Magazine Gabe Kaplan [516)337-8844
:W.iiii~Wi~~w~~~rc;s;i' . . 1 .J:i~il66ii P.:~i~F: : . 1 [[?1 ?.J~?.?.:}g@: · _ : . : ...
I -'
'1l A command, or menu, choice may sometimes appear dimmed. This

indicates that the choice isn't applicable, an additional selection must be
made first, or the choice is unavailable due to a security restriction

Browse Window
A Browse window is a dialog box using a column style to display information. Elevator
bars and scroll arrows located to the right of the windows allow you to navigate quickly
through the listings. To make a selection in a Browse window:
• Click once on your choice to highlight

• Use CDJJ to move the lightbar to your choice
Command and menu choices will operate on the highlighted selection. Choose and
execute a command by using a command button or local menu choice (see section on
local menus).
Resources' Master File £1

Name Code Description
CONF1 CON1 i Large Conference Room
CONF2 CON2 I Small Conference Roorn
~-
ir.iiij lill$1 Toshrba Porte e · U1
PROJ1 PR01 · Overhead Projector
_j
..:J
!:lew II Edit Qelete View ~chedule / !;lose I
To close a Browse Window:
• Select OK, Close, or Cancel

• Use the Control menu or icons.
• Press ~ + lffi
(ctrt I + (PgUpl or (Ctrtl + (PgDnl will move the lightbar to the top or bottom browse window
entries.
10 © 2000 Vertical Marketing. Inc.

GOLDMINE 5.0 Chapter 1 ·Introduction to Screens & Menus
Lookup Window
Lookup windows are special browse Department £I

windows containing standard values for
data entry fields. Most fields on the Field Entr~
contact record have lookup windows Administr ahon
Advertising Q.elete
associated with them.
Developer Relations
Engineering &dit
In some dialog boxes and windows, fields Marketing
I for which lookup windows are available MIS Set.!!P
Purchasing
' can be identified by the spin control (a set Sales
of up/down arrows) located to the right of Service _j
the field. Shipping
£elect
~ / J;;ancel
To enter data using a lookup window:
1. Place the cursor in the desired field.
2. Press IEl or right click in the field to display the lookup window.
3. Double-click to choose an option from the displayed list.
or
3. Press the first letter, then use CIID to highlight your choice and press I • 'I.
4. To close a lookup window without making a selection:
• Double click on a menu choice
• Select the Cancel button
• Use the Control menu or icons
• Press lEse I
"EJ If a value in the lookup window ends in a semicolon (;), the data is added to
the end of the data already in the field, instead of replacing the data in the
field. If the value ends in a percentage sign (%), the value is added to the
start of the data already in the field. Text following a "II" is treated as a
comment and is not inserted into the field.

Chapter 1 - Introduction to Screens & Menus GOLDMINE 5.0
Editing Lookup Windows
Entries in lookup windows can be changed, or added. This process is normally done
during data design or by the database administrator.. Review the "Database
Administrator" manual for instructions. Data selection and reporting often depends on
the use of standard data elements as contained in the lookup windows.
Using the Graphical Clock
Fields defined as time fields will display a 2.00pm El

graphical clock lookup window (found in
Scheduling/Completing Activity dialog boxes).
To display the graphical clock:
I
• ITabJto the field and press IITl
• Position the mouse pointer over 1.,....-
..J
the field and right click
.._ I
I
QK ,Cancel
The marks on the clock perimeter indicate 15 minute intervals. Select the AM or PM
radio button. Click anywhere on the perimeter to set the time. Select OK to enter the
time in the field. The keyboard does not work on the clock in this window.
Using the Graphical Calendar
Fields defined as date fields will display a Sunday. March 19. 2000 El
graphical calendar lookup window. To
Sun Mon Tue Wed Thu Fri Sat
display the graphical calendar:
• the field and press IITl

[Tab I to
• Position the mouse pointer over
the field and right click
Use the Month and Year VCR buttons to

change the calendar display. Highlight the
date and choose Select to insert the date
~ _jloday Month Year
in the field. The default is today's date. ·~ ~ ....!.J2..J
,2elect .!;;ancel

GOLDM/NE 5.0 Chapter 1 - Introduction to Screens & Menus
Tab Bar
The lower half of the contact record contains tab folders which display different
information views. Most tab folders are a type of Browse window. To open a Tab Bar
folder:
• Click on the tab

• Use the [ctrl l + letter Hot Key
• Use the Edit...Record Details menu commands on the Main Menu
bar
Summary \ Fields History \ Links \ \\ ~ ~

Date Reference
Schedule ointment
~oom ...
Qpti ons
Find... _j
Ogtp ut to ~
Qelete...
E_dit... _:j
Local Menu
Local menus are available for most windows in GOLDMINE. These menu commands
are not global. They affect onl y the options or information in their window. To open a
local menu :
• Place your mouse pointer in a window and right click

• Press the I space b ar l when the window is open
To select a local menu command :
• Double-click on the choice

• Use IT.XIJ to move the lightbar to your choice and press I • 1l
Close local menus by pressing [Esc ] or clicking anywhere outside the menu.
© 2000 Vertica l Marketing, Inc. 13

Chapter 1 -Introduction to Screens & Menus GOLDMINE 5.0
Basic Toolbar
The tool bar icons are mouse shortcuts for a series of commonly used menu commands.
Moving your mouse pointer over the icon displays a description of its function on the
Status Bar and a flyout text box containing a quick help message. The Basic toolbar
contains the most commonly used icons from several toolbars . Click on a toolbar icon
with the left mouse button to execute the command it represents .
~
Create new record Filters
file ...,New Record
Open contact file

~ .l,.ookup...filters
View personal Rolodex

1§11 .Eile ...Qpen Database
~ Y:iew... Personal Rolode!
~
Print document
[1]
View another record
Y:iew... New Contact WinQ.ow Contact. .. Write ... Mail Merge
~ ~
Dial Phone InfoCenter
Contact..Qial Phone ... Dial Yiew ...InfoCenter
Phone 1
Start timer Print reports
I§U ~dit...Iimer ... ~tart Timer

~
.Eile ...frint Reports
Insert a note Preferences
-
~I •
0
,1
Contact ...!nsert a note
~•
~dit...Preferences
~
View Organization Chart View calendar
~d it. .. Record
Qetails ...Organization Chart I] Y:iew ..._g_alendar
~
Find Contact View activity list
@, .l,.ookup ... Contact y' Y:iew ...Activity List
-~ I
~
View Groups Complete
Y:iew ... Contact Groups _g_omplete ..fending Activties .
jl
~
Filters Schedule Appointment
~
.l,.ookup... filters ~chedule ...Appointment
~

Schedule a call Take a phone message

('i:
~-
·,..,·, --.' §chedule ... ~all Contact. .. Take a Ehone
L::' Message
- I
(~ I Schedule next action Send GOLDMINE E-mail
§chedule ...Next Action §chedule .. . GoldMine E-mail
U !
Schedule a forecasted sale Send internet E-mail
§chedule ...,Eorecasted Sale Contact.. .~reate E-
maii. .. Message to Contact
The icons displayed above are located on the Basic tool bar and will serve the purposes
of most users .
Cli ck with the right mouse button on any toolbar area outside the icons to display the
toolbar local menu. Users can change the icons displayed on th eir toolbars using the
commands and options found in this menu.

The Keyboard
Many keys have special definitions within GOLDMINE. Their usage can vary within
different parts of the program.
Use these keys to enter or edit information while in edit mode:
Moves cursor to next field .
co Moves cursor back to previous field.
OJ Moves cursor to next field.
EJ Moves cursor one character to the left.
EJ Moves cursor one character to the right.
(Ctrl )+ EJ Moves cursor left one word within field .
Moves cursor right one word within field.
Positions cursor at the beginning of field.
Moves cursor to the end of current field.
Save current entry, exits edit.
(BackSpace) Erases character to left of cursor.
Erases the character the cursor is on.
Exits edit without saving current field edit.
Access lookup window, calendar, or clock.
Undo the last edit action.
16 © 2000 Vertical Marketing , Inc.

Other keys on the keyboard affect command menus. Below is a summary of command
menu navigation keys.
Horizontal Menu Keys
Select a Main Menu, dialog box, or button

command.
Collapse a menu.
When a pull-down menu is open:
B Move one Main Menu command to the left.
G Move one Main Menu command to the right or

opens highlighted command's sub-menu.
When no pull-down menu is open:
B Move one Tab to the left.
G Move one Tab to the right.
Vertical Menu Keys
Select the highlighted menu command.
CD Move the highlight to the menu command

above.
CD Move the highlight to the menu command

below.
Collapse the current menu.
Special Case For Sub-Menus
B Returns to Main pull-down command menu.
G Displays sub-menu or highlighted command.
© 2000 Ve rtica l Marketin g, Inc. 17

Hot Keys
To quickly view the current contact's tab bar folders using the keyboard :
[Ctrl ) + @] Summary Tab

[Ctrl ) +(I) Eields Tab
[Ctrl ) +@] Notes Tab
[Ctrl ) + @) Contacts Tab
[Ctrl ) + Details Tab
[Ctrl ) +@ Referrals Tab
[Ctrl ) +(E) E.ending Tab
[Ctrl) + (EJ History Tab
[Ctrl + (JJ
J Links Tab
[Ctrl ) + [0 Members Tab
[Ctrl J + GJ Iracks Tab
[Ctrl ] + (Y) Opportunity_Tab
[Ctrl ) + QJ Projects Tab
Other key combinations include:
[Ctrl ) + Organization Chart
®D + CD, 0 or GJ Dial Phone Field 1, 2, 3.
Dial Fax Phone .
Close a dialog box or exit GOLDMINE
Close a window.
Moves to next open window object.
Help Files (except in edit mode).
Access lookup windows.
Edit active contact record.
Insert a note on Notes tab.
Cycle between open Windows programs

(known as Multi-Tasking).

GOLDMINE 5.0 Chapter 1 -Introduction to Screens & Menus
Getting Help
To access on-line help instructions:
• Press[!)
• Click Help on the Main Menu bar
Select How Do I for a menu of step-by-step instructions to perform commonly used

GOLDMINE procedures. Select Help Topics to access traditional on-line hel p.
The Index tab folder, similar to most windows Help options, allows searches for a help
subject by typing in the first few letters of your choice. If the heading is ava ilable, it will
appear in the lower window. Use the mouse, or keyboard to open the help subject.
The Find folder allows a search for specific words or phrases in help topics, using a
series of windows known as a Wizard. To make selections in a Wizard window, press
@D + letter or click to choose a radio button. Select Next> to move to the next window
and Finish to complete the task and exit.
Help Topics: GoldMine Help 6£1

Contents jlndex I Find I
Click a book. and then click Open. Or click another tab. such as Index.
• Working with Contact Information

• ManagingActivities
• Communicating with 0 thers
• Customizing GoldMine
• Automated Processes
• Analyzing Data
• Managing Information
• Synchronizing Data
• Maintaining Goldtvline
• Advanced Topics
• Troubleshooting Guide
• GoldMine Software Corporation
Qpen .Erint... Cancel
The Help ... About menu contains information pertaining to the GOLDMINE version and
serial number. This information is important when calling for support or techn ical
updates.
© 2000 Vertical Marketing , Inc. 19

Exiting GOLOM/NE
1. Close all open windows and dialog boxes.
2. Click Eile .. E~it
Exiting GOLDMINE while in edit mode will save all changes except changes made to
the field containing the cursor (this includes new notes).
~GoldMine 5.0
Eile fd it Y:iew L,ookup Contact ~chedu l e .!:;omplete Iools ]Yindow !jelp
.b[ew Record ...
Qpen Detebe.se ...
New Qetebese ...

Meinte.in Dete.beses ... Phone 1 [217}555·1000
Phone2 [703}556·1236
.!:rint Reports ... Last: Duck Phone3:
Setup Printer.. . Dear: Ms. Duck FPX: [800}319·9473 Ext:
Asst: E·mail: dduck@•Norldwide.com
futnchronize Web Site: www.wwwebfoot.com
.!:;onfigure Contact Type: Customer

Business: Consultant
Log AYY.ey...
Interest: GoldM ine/G aidS ync
L,og in Another User... Zip: 62503 Accnt Mngr: Nici Mahlandt
Merge: Open:
E~it
Pending.\ History
5chedule ointment
~ We know it's tempting to quickly shut your computer off after a long day of
entering and reviewing data, but PLEASE, PLEASE remember to Exit
GoldMine and return to the Windows prompt before turning off the power.
A variety of mysterious things have been known to happen to open data
files after an abrupt power cut-off.

Chapter 2- The Contact Record
Objectives
In this lesson , you will learn how to:
• Add a new contact
• Edit a contact
• Delete a contact
• Use the Delete Wizard

Chapter 2 -The Contact Record GOLDMINE 5.0
Discussion
GOLDMINE's design is based on the idea that day-to-day business activities involve
interaction between you and your contacts. GOLDMINE relates these activities or
actions to the contact or contacts for whom they were performed. The contact's record
is the anchor to which all th is information is tied .
The decision on how to add individual records for several people working at the same
company is often a difficult one. One option is to add the additional people as Other
Contacts on the Contacts tab folder. A second option is to add the contact as an
Other Contact, then create a record from that entry. The new contact record is now
linked to the old record. The Organization Chart can also be used to link multiple
contact records to a single organization. This procedure is one of the many decisions
that must be made and documented for all users during the customization of the
GOLDMINE system.
It is extremely important to foll ow consistent protocols for entering information in the

data fields of all contact records . Because the information in these fields will be used
for managing lookups, searches, reports , groups, and mailings, we recommend settin g
up strict, written , field entry protocols and procedures that all users must follow.
Example: Enter U.S., not US , or U S, or United States. GOLDMINE sees each
variation as a different entry even though they may have the same meaning to you . If
you are conducting a search for all entries of U.S., the search will not locate US , US , or
United States.

GOLDMINE 5.0 Chapter 2 - The Contact Record
Contact Record
Information cente red aro und a contact, such as name, ph one numbers, address
information, and tab folder views are displayed on a Contact Record.
Contact information in the contact record is divided into two portions. The upper half
contains the same data fields for all contacts. The lower half, the Tab Bar, contains a
variety of additional information folders and is discussed in "The Tab Bar" chapter.
Some ta b folders display different information for each contact.
• Daphne Duck · · · ~- ... ,.· ..· · · · . •Iiiii

f:B Company: WorldWide \I./ebb Foot Phone1: (21 7}555·1000 E~t:
Contact: Daphne Duck Phone2: (703}556·1236 E~ t: Cell
Dept: Last: Duck Phone3: Ext:
Title: Vice President Dear: Ms. Duck FAX: (800)319·9473 Ext:
Source: S. McDuck Asst: E·mail: dduck@worldwide.com
\Veb Site: W~'lw. wwwebfo ot.com
Address: 230 Ouacker Court
Contact Type: Customer
Industry: Consultant
City: Lakeland Interest: GoldMine/ GoldSync
State: Ml Zip: 62503 Accnt Mngr: Nici t~1ahlandt
Country: United States Merge: Open:
Summary\ Fields \ Notes \Contacts \ Details \Referrals \ Pending\ History \ Links \ \ \

Comments: Last Contact: 03/ 07/00 5:12pm
Prev Result: Schedule Appointment Last .A.tternpt:
Next Step: Revrew Proposal
Last Update. 03/1 9/00 MAS TER
Ne:·:t /l.ction: /l.ppointrnent: 03/29/00 Creation. 03/19/00 DAVID
Call Back: Forecast: Record. 2 of 2

Chapter 2 - The Contact Record GOLDMINE 5.0
Adding a New Contact
~~ 1. Select Eile ...New Record or click on the Create New Record

~ icon.
2. Type the contact information in the dialog box using (Tab), not (Enter) to move
through the fields. The e-mail address wi ll be placed on the main screen and in
the Details tab.
Add. a New Record 1!1

Company
jw orld Wide Y./ ebb Foot
Contact
j Daphne Duck
Ehone Number
J2175551000 E) r international Format @.
~·mail Address
jdduck@worldwide.corn
Web Site
j www. wwwebfoot. con·j
J Creation Method ! Duplicate Checking ----,

I r Create .Quplicate record !I w Pbono oumb" r Conjaol oame I
1 r ~iew in new window ,
I
~ E·maij address r Compan_l! name I
'
.QK _kancel
3. Accept the default Creation entries.

1
4. Press I .. lor click on OK to create the contact record.
5. Complete the balance of the data fields using (Tab) to move through the fields.
6. Accept the default Duplicate Checking method, or click a checkbox to change.
7. Press I .. 1
lor click OK to save.
~ Enter an International Number by selecting the International Format

checkbox.

GOLDMINE 5.0 Chapter 2 -The Contact Record
8. If you are using Automated Processes, or need an added level of security, click
Edit...Record Properties and select the Ownership tab to insert a record
owner. (See Chapter on "Customizing Gold Mine for further information on
assigning Record Ownership).
Record Properties £I
Phone Formatting Ownership ] Alerts I
To restrict access lor the current contact record.
select horn the lollowing ownership and curtaining
options:
I Record Curtaining
II r. Hone
I r .Eartial
r Complete
OK Cancel
JEJ By default, GOLDMINE uses the values in Phone1 and E-mail Address to
check for duplicate records. Consider using Phone1 for the main
switchboard number in offices with direct dial and Phone2 for the direct
dial number and extension . This will assist your duplicate record checking
efforts.

Key Fields
Th e five fields on the right of the screen, under the telephone number section , are the
KEY FIELDS. These user-defined , indexed, fields contain vital information and should
usuall y be considered Required Input using the lookup window data only. Use key
fields to maintain contact data that you need to see and sort through quickly (see the
chapter on "Querying the Database".
Key Field labels (the identifying text next to the left of the field) are user defined. You
may define different labels for each database. To change the label , hold down the [ctrl)
key and double click the label. Only users with Master-Rights can change field labels.
'1l Key Fields cannot be defined as date or numeric fields. Although you can
type a date or number value in the field, the value will only sort
alphanumerically. Date values, therefore, must be entered as YYYYMMDD
to sort correctly.
Editing Contacts
To edit contact information on the active contact record:
1. Display the contact record requ iring an edit. (See chapter on "Querying the
Database").
2. Place yo ur mouse cursor in the data field and left cl ick to display a cursor.
3. l~l and type new information as needed. Double-click in the field to highlight the
contents for complete replacement.
4. If you want to abort the changes, press [Esc J.
5. Press I .. 1l to save and exit editing at any time .

GOLDMINE 5.0 Chapter 2 ·The Contact Record
Personal Rolodex
The Personal Rolodex holds a limited number of often used phone numbers. The
personal rolodex can only be viewed by the user that created it.
1. To view the rolodex:
• Select View ... Personal Rolode~ from th e Main Menu bar

• Click the View Your Personal Rolodex icon
1. Use the command buttons or local menu commands to add New contacts, Edit
existing contacts, Oytput the names to a printer or list, or Delete contact names
and phone numbers .
Eind Contact:
!D avid Cell
Di;al f.dit .Qelete
Contact Phone
Charlie \1./yler (41 0]361·1951
David Cell (703]864·4855
Dr. McCants (703]523-6954
J~f~.r·9·~·i.~.i'.'.~·i·6ii:.·::.·.·::.·.·.·:.·.··.·.·.·.·.·.··::.·.·.-.·.·::.·.·.·::.·.-.·.·.·.·.·.·.·_-_-_._..1 . f(§J.?J$.·~·$.·:.9.~.~-~_._._._._._._._._._._._._._._._._._._.:J
_j
2. Eind Contact -type all or part of the contact's name and GOLDMINE will
highlight the entry closest to the value entered.
3. To phone th e highlighted entry using the modem in your computer, select Di~l to
acti vate the autodialer, then Pick-up the call to close and reset the modem port.

Deleting Contact Records
1. Display the contact record you wish to delete using the _hookup command .
2. Click Edit...Delete Contact. Click the checkboxes to delete the Contact Record,
Scheduled Activities and History Records. Related additional contacts and
referrals are deleted with the co ntact.
Delete Contact Record E1
1~ ~ Please select the type of records you wish to

"'f;J!!" delete for the current contact record.
w!D"eiei·e --i"f-i_i_s__c_
o;;;iaci··;·e·;;·a·;a
.................. ..........................................
;-: :
P Delete contact's sch~duled activities

W Delete contact's bistory records
P' Delete contact's _gpportunity) project records
P ~nchro~ize this record's deletions
Qelete II Cancel
8. Select whether to Synchronize this record 's deletions to other users during
synchronization. (Synchronization settings take precedence over this selection).
9. Click Delete.
~ Although GOLDMINE 4.0 syncs deleted records to other computers, it is

suggested you consider the problems inherent in allowing every user to
delete records. We suggest using a Housekeeping f ield where users insert
an entry on the records they wish to delete. Allow only the database
administrator rights to globally delete approved contact records.
Deleting contact records in GOLDMINE only MARKS the record for deletion. While you
ca nnot see them, a record delete in error can be recovered using th e BR database
utility.
When you Pack/Rebuild yo ur database the contact records will be physically removed
from the database and th e hard drive. Deleted records can only be recovered from
backup disks after a Pack/Rebuild.

Delete Wizard
Contact records and their associated activities can be deleted using the Delete Wizard.
The Delete Wizard easily and accurately deletes old history records , just the contact on
the screen or a collection of contacts you created with a filter or group.
1. Display the contact you wish to delete using the b.ookup command or activate a
filter or group to delete multiple contacts. (See chapter on "Filters and Groups").
2. Select Iools ... Delete Records Wizard
Delete Wizard . .
\Ve.Jcome to the Delete \VIZard!

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:
r Delete .Qid history records

r Delete 8LL [filtered) contact records
r. !D"eiei·e-·thi ·s··;;·;:ir:;iact-·r·e·;;;:;;d
.................. ..........................................
:: :
Next > Cancel
3. Use your mouse, [Tab) and [ spac e ba r l, or @D +letter keys to select a deletion
option .
Delete Old History Records- Removes history records from selected contact
records prior to the cutoff date entered in the Next> screen.
Delete ALL Contact Records- Deletes all records in the database, or all
contact records who are members of the active filter or group. A group or fil ter
must be active or ALL RECORDS IN YOUR DATABASE WILL BE DELETED!!!
Delete Ihis Contact Record- Deletes only the active contact record .
© 2000 Vertica l Marketing , Inc. 29

Chapte r 2 -The Contact Record GOLDMINE 5.0
4. Choo se Next to open the next window.
Delete This Contact Record

GoldMine will delete the current contact record and its
related additional contacts. profiles and referrals.
To delete activity records linked to the contact(s). select

one or more of the following options:
P' Delete contact's bistory records

P' Delete contact's §ChedLJied activities
P" l~.~!.~I~~-·.c..?..6.~-~~i:.~·.·~-~~P..~~~!~~~l?li~.~-C.E~·~~~·i.~.~
If you do not want to synchronize deletions. uncheck
the following option.
P Synchronize fleletions
< _aack Finish Cancel
5. Use your mouse , [Ta b l and [ space bar l, or ®D + Jetter keys to sel ect additional
option s as desired.
6. If you do not wish th e deletions to move to the server (i. e. you are a sales person
and have given the record to someone in another territory), uncheck the
.S.Ynchronize deletions checkbox.
~ Since History files are used for viewing a user's Completed Activities ,
deleting History Rec ords affects activity analysis statistics an d reports.
NOTE FO LLOWING:
:!: If Delete ALL Contact Records is highlighted, th e enti re group that this
contact is a part of will be d eleted. When deleting multiple records , make
sure a group or filter is active and that there is a current backup!
7. Select Finish to delete Record (s) or History.

Hints, Tips and Tricks
The name entered in the Contact field on the contact record should be entered first
name, then last name, with no salutation or suffix (Mr., Ms., Dr. , Jr. , Sr. etc.).
Enter the correct letter salutation in the Dear field such as Dr. Smith, Mrs. Jones, or Mr.
Brown. Design merge forms to insert the salutation from the Dear field so group
merges to both Main and Other contacts is successful. If a personal salutation is
desired on a specific letter, change the letter before printing.
Use the F2 Lookup Windows to add the Title.
Use the following conventions when entering addresses:

123 Design Ave.
123 Design Rd.
123 Design St.
123 Design St. Suite #4B
Separate the Postal Address and Suite numbers to two lines to fit mailing labels.
Never key the dashes for the Phone and FAX numbers. These fields can be dialed by
GOLDMINE if a modem is installed.
Be sure to enter two digits in the month, day, and year areas for all dates or use the
lookup window. There is no need to enter the slashes. (ex: 01 0196)
Diligently use lookup window choices when available. It promotes clean, consistent
database entries, which makes database sea rches simpler and more comp lete.
Duplicate checking: GOLDMINE provides choices to search the database for records
which contain a duplicate of a new contact record 's Phone 1 AND Ext1, E-mail address,
Contact Name or Company and alert you if one is found.
Maintain mixed case entry in all co ntact records. Uppercase looks bad in merged
documents. It is easy to convert text to all caps for labels at the time of printing , if
desired .
Do not use Key Fields , or the first ten user-defined fields , for dates. These fields
cannot be defined as date fields. Dates in these fields will only sort alpha-numerically.
If you are running a network, or synchronizing computers, make a carefu l determination

about the user's rights to delete co ntact records .


Chapter 3- The Tab Bar
Objectives
• View summary information
• Add and edit data in data fields
• Add and edit notes
• Add additional contacts
• Add profiles
• Add referrals
• View pending activities
• View activity history
• Create appl ication links
• View groups membership
• View automated process status
• View opportunity manager
• View projects list

Chapter 3 -The Tab Bar GOLDMINE 5.0
Discussion
The lower portion of the contact screen is divided from the top portion of the screen by
the Tab Bar. The tab bar is used to select the type of information that will be displayed
on the lower half of the contact record . Each tab folder contains information connected
only to the currently active contact record .
If the tab folder contains more data fields than can fit in the window, the elevator bars
on the right will be activated. Scroll through the additional data fields by clicking on the
up/down arrows or by tabbing through the fields .
Summary\ Fields \ Notes \Contacts\ Details \Referrals\ Pending\ History \ Links \ \\ ~ ~

Comments: Winters in South Last Contact: 03/ 07/00 5:1 2pm
Prev Result: Set up new.il.ppt Last .6.ttempt: 02/16/00 7:02pm
Next Step: Confirm.il.ppt
Last Update: 03/19/00 NICI
Next .il.ction: Appointment: 03/19/00 Creation: 03/19/00 DAVID
Call Back: Forecast: Record 15 of 15
To enlarge the viewing area:
• Use your mouse to pull the bottom of the tab area down
• Use your mouse to drag the top bar of the tab area up

GOLDMINE 5.0 Chapter 3 -The Tab Bar
The Tab Bar
To activate a tab folder:
• Use the (ctrl l + letter hot ke y

• Click on the tab with your mouse
The selected tab will change color and move to the front of t he other tabs. Additional
tab folders can be found by clicking o n the blank tabs , or a rrows , to the right of Links.
{iummary [ctrl l + @)- Summary of contact information such as comments, time-specific

event based data, and the record number.
fields [ctrl l + l1J - Two pages of customized views displaying the user defined fields
available to all contacts in your database. Data conta ined in the fields is attached only
to the curren tly active contact record.
Notes [ctrl l + @ - Up to 64K of space available for user notes.
{2ontacts [ctrl l + © - Additional contacts, or contact information, attached to the primary

contact.
Details [ctrl l + · - Provides an unlimited number of fields to store add itional information
such as e-mail addresses or web site. This date is created for, and attached to, only the
currently active contact record .
Referrals (ctrl l + ® - Used to create a link between two contact records in the database.
Double click on the referral entry to jump to the linked record.
e_ending (Ctrl l + lEJ - Lists all open activities, for all users, for the active contact record
such as calls , appointments, tasks.
fjistory [ctrl l + [8) - Lists all completed activities, for all users, for the active contact
record.
b_inks (ctrl l + CD - Displays the application source and documents, for all users, linked to
the active contact reco rd. Launch directly into the application and load the linked file
with one operation .
Members (c trl l + @ - Displays the Groups to which this contact belongs.
I racks (ctrl l + CD - Displays information on the next event which will be triggered when
automated processes are activated .
Oppt':LS (ctriJ + 0 - Displays information on sales opportunities in which the contact

record is involved or linked.
Projects - Displays information on long -term projects in which the contact record is
involved or li nked.
© 2000 Vertical Ma rketi ng, Inc. 35

Local Menus
Each tab folder (except Summary) has a local menu that is used to perform specific
tasks on the records in the display. To open the local menu:
• Open the tab folder and press ( space bar l

• Place the mouse pointer in the tab display wind ow and click the
right mouse button
Summary\ Fields \ Notes \Contacts\ Details \Referrals' Pending\ History\ Links \ \ \

Activity Date Time I User ICode Reference ~ '
.t..ppt I Mar 20, 00 i 8:00a I NICI i BC6. i V2K Install .f.o om ...
Appt J Mar 21.00 ~ 8 OOa ! NICI i BCt..: V2K Install
.t..ppt i Mar 22, 00 ! NICI
I 8:00a BCt.. ; V2K Install ~omplete ...
t.i.tt.l- !l~mt.<lCII!•• .rlilml .WI@- lll!'l1l ~~~!m!~ll
~
.t..ppt Mar 24, 00 ! 8:00.~ i NICI Bet.. V2K lmtall .Schedule
tvlessage Jan 31, 00 i 11 :OOa I DAVID Re V2K U Qptions ~
I I _j
i I
I
Find ...
i
I Oytput to ~
I
I Qe lete .. .
I £d it...
The local menu for each tab is unique, but most local menus include the fol lowing
options:
~oom- View deta ils of the highlighted entry.
Edit- Displays a dialog box which allows you to edit the highlighted entry.
Delete - Deletes the highlighted entry.
Flnd- Displays a dialog box which allows you to search for a character string
Oytput To- Outputs all, or selected, entries to another program or a printer.
Read - Displays a dialog box that allows you to read the text of Internet e-ma il
messages.
Options - Displays additional command which allow you to Reply to Internet e-

mail messages , view selected entries based on your Eilter criteria, or Analyze
scheduled and completed activities.
36 © 2000 Vertica l Marketing , Inc.

GOLDMINE 5.0 Chapter 3 - The Tab Bar
Summary Tab
Click on the Summary tab or press (ctrl I + (]]to open the Summary tab folder. This
folder displays a summary of information about the active contact record . GOLDMINE
automatically completes and updates all fields on this display except Comments.
Summary Fields \ Notes \Contacts\ Details \Referrals\ Pending\ History\ Links \ \ \ • ~

Comments: Winters in South Last Contact: 03107100 5:12pm
Prev Result: Set up new .A.ppt Last Attempt: 02/16/00 7:02pm
Next Step: Confirm .A.ppt
Last Update: 03/1 9/ 00 NICI
Next Action: Appointment: 03/19/00 Creation: 03/1 9/00 DAVID
Call Back: Forecast: Record: 15 of 15
Comments- A 65 character scrollable field that can be edited by the user.
Pre v Result- Updates each time a calendar activity is completed.
Next Step- The next activity to be performed.
Next Action, Appointment, Call Back, Forecast- Earliest scheduled date of the
selected action.
Last Contact- Updated automatically whenever a te lephone activity is

successfully completed .
Last Attempt- Updated automatically whenever a Dial Phone menu option is

selected, but the call is comp leted as unsuccessful.
Last Update - The date and user who last edited the record .
Cre ation- The date and user who created the record .
Record- The record number and total number of records in the database.

Fields Tab
Click on the fields tab or press (ctrl I + CD to open the fields tab folder. The last used
Field View is displayed. Field Views are data screens custom designed by the user to
hold an unlimited number of additional data fields containing specific information about
each contact. All contact records in a database display the same Field Views.
These field views may be accessed three ways.
• Select a view from the Eields tab local menu.

• Click the second bank of partial tabs to the right of the Links tab .
• Press the (ctri J + user defined hot keys , if available.
Summary\ Fields \ Notes \Contacts \ Details \Referrals\ Pending\ History \ Links \ \\

··==Tech Support Screen==··· -
Version: 0 pen Issues:
-
WP Link: Special:
Network OS : SIN : No. of Users:
-
...
For information on creating and displaying additional Field Views , see the "Customizing
GoldMine" chapter.
~ The screen will automatically scroll to any additional data fields if you use
the tab key to move from field to field during data entry.

GOLDMINE 5.0 Chapter 3 ·The Tab Bar
Notes Tab
The Notes tab folder is used to store up to 64K of additional free-form information about
a contact. Notes are permanently attached to the contact and can be viewed, edited,
copied, and printed. When the notes become too large, they can be split and stored as
a linked document.
1. To insert a note:
• Select Contact...!nsert a Note from the Main Menu bar

• Press (ctrr) + OJ
• Click the Insert a Note icon, if displayed
• Click in the Notes tab and start typing
NOTE: The tab cannot be in edit mode when a note is inserted using (ctrrJ +OJ!!
2. GOLDMINE will open the Notes tab fo lder and insert a Note Header, a
user/date/time stamp automatically created by GOLDMINE when a new note is
added to the record. If you just start typing, the Note Header will be inserted
when you exit the tab.
-,
Summary.\ Fields Notes \Contacts\ Details \Referrals\ Pending\ History \ Links \\\ 1J~J
""' NICI '"' March 19. 2000 at 7:14pm
The Notes tab is used to store unlimited free·form information about a contact. Notes are permanently attached to the ~
contat and can be viewed. edited. copied. and printed When the notes become too large they can be split and
stored into a llm!Mt;[,j§lluilj• t.
!J.ndo
Cuj
~opy
.Ec:3te
Qelete
------- _::j
Select6 11
3. Type the entry using (Backspace) and~ to correct any errors, and the full screen
editing keys to move around the text. All windows editing commands are
available using shortcut keys or the local menu.
4. When finished entering text, save and exit:

• Press (Escl... l ,. 'l
• To save notes, select a new command, a new tab, or new contact
record
JEj Notes will not be automatically saved if GOLDMINE is exited while the
Notes tab is in edit mode. Synchronization and the production of reports
and analyses require a properly inserted time/date stamp.
© 2000 Vertica l Marketi ng, Inc. 39

Contacts Tab
GOLDMINE can store information for an unlimited number of additional contacts, and
links that information to the active Primary Contact record. The address fields on the
Contact dialog box can also be used to store the mailing addresses of contacts that are
at different locations, or to store alternative addresses or phone numbers for th e
primary contact.
Summar_y \ Fields \ Notes ' Contacts\ Details \ Referrals \ Pending\ Histor_y \ Links \ \\
Contact Title Reference
Da hneOuck Home Address
Hue_y Duck
M. Mouse
. Admin Asst
! Partner
INephew (217)555· 1356
(521 )365·2456
.Look up ...
~end E-rrel 1
Scrooge McDuck : CFO (21 7)555·1235
Qptions
Fjnd ...
_j
Oytput to
blew...
Qelete...
,E.dit...
Each additional co ntact is displayed as a single record line on the Contacts tab folder.
~ The Contacts tab is usually used for additional people at the same location
who are not a business opportunity. It is also a good place to store
additional addresses for the main contact, alternate locations, or additional
phone numbers for which there is no room in the upper portion of the
screen.

GOLDMJNE 5.0 Chapter 3 -The Tab Bar
Creating an Additional Contact
1. Click on the Contacts tab or press [ctrl l + @J and:
• Press I space bar l and select the New command from the Contacts
tab loca l menu
• Pre ss ~when the Conta cts tab folder is open
G Contact at World Wide Webb Foot £I

Contact - - -- - - -- - -- . - - -- - - - - - - - - ----,
Name: JDaphne Duck I
I
t_-mail: jdduck@aol. com
T~~ G ~ .Ehone: Jr236)589-9325 l! I
B.ef. : ,....
,H- o rr
-~e-P-.
d-dr- s _ __ _ _ [8
e s_
.<~u :
ft>X:
L __
- tvfail Merge- -- - -- - -- ,
j Qear: W Mail merge/codes:
I JMs. Duck [8 jx
I L____________________
G _J
I No!es:
Cjty: ~tate/County:
jLakeland G jMI G
ZIP/ Postal code: Country: I
L1s2:03 G .--=--=----- -0 ;
Q.K .Cancel
2. Enter data in the Contact dialog box. Use yo ur mouse or [Tab ) key to move
through th e fields.
3. The information in th e Mail merge/codes fields is used whe n th e additional

contact reco rd is merged with a document merge form . W hen a Mail
merge/Code is entered, the code can be accessed with GOLDMINE's
filter/g rou p and mail ing optio ns for use with group mail merges.
4. Select OK to save or Cancel to abort .
1~ 1 If you plan on sending the additional contact mail or merge their

information to a template, don't forget to enter the full address and dear
field .
© 2000 Vertical Ma rketing , Inc. 41

Viewing and Editing Additional Contacts
1. Open the Contacts tab. Double-click on an additional contact entry.
2. Edit the Contact dialog box using~+ letter keys or the mouse to move
through the fields.
3. Select OK to save or Cancel to abort.
Contacts Tab Local Menu
The New command or~ key creates a new additional contact record. All other local
menu comma nds operate on existing records.
_hookup- Find a contact by name.
Send e-mail - Opens the Send E-mail dialog box with the highlighted contact's
e-mail address automatically filled in.
Options ... Dlal - Dial the phone number of the high lighted contact.
Options ... Swap with Primary- Exchanges the additional contact's data with
the main contact record. The additional contact Reference moves to the main
contact Department. The Key fields are retained from the original record.
Options ... Convert to Record- Creates a new, comp lete contact record . A link
is maintained with the original main contact record .
Options .. . Go to Record -Displays the linked contact record as the active

contact record command. This command is only available on the local menu of
the original contact.

Details Tab
The Details tab folder contains one or more Detail records used to store user-defined
information for the Primary contact record . Detail records are attached only to the
individual contact record , or records, for which they are created and are typically unique
pieces of information such as serial numbers, birthdays, credit card information, Web
Site or internet E-mail addresses.
Detail records are indexed by GOLDMINE and can be searched very quickly using
.Lookup... Detail Records .
Summary\ Fields \ Notes \Contacts' Details \Referrals\ Pending\ History\ Links \ \
Date Detail Reference • I
Account~ 526580963 .Lookup...

Mar 19, 00 E·maiiAddress dduck@worldwide.com
Mar 19, 00 E·mail Address dduck@aol. com
Mar 19, 00 W eb Site www.wwwebfoot. com
Find...
Oytput to ~
_j
New...
Delete ...
f dit...
Date - The date the Detail Record was created .
Detail - Th e name, or type, of Detail Record . Al l detail types appear in the

lookup window.
Reference - The valu e, or data, associated with the detail type. Each detail type
has its own unique reference lookup window .
..IEJ When you enter a new contact record, GOLDMINE stores the internet e-mail
'
address and web site on the Details tab, as well as on the main screen
under the phone numbers. The internet address is assigned as the primary
e-mail address until you select to change the designation.
© 2000 Vertical Marketi ng , Inc. 43

Chapter 3 ·The Tab Bar GOLDMINE 5.0
Adding a Standard Detail
There are two types of Details, Standard and Expanded . To display the three fields of
the Standard Detail:
1. Click on the Details tab or press C + :;.
2. Select New from the local menu .
3. Select the Detail tab on the Detail Properties dialog box.
Detail Properties 613

Detai jlrlo I Auci I Setup I 4. Complete the detail using @D +
letter keys or the mouse to move
Qelai: IAccol.111 ~ through the choices. Click on the
G
fielerence:j52658096~ ill
ftJ spin controls, press the till key, or
click the right mouse button to
display the lookup windows.
~~· I
::J Remember that each Detail type
has a unique Reference lookup
window .
.:J
OK Cancel 5. Select OK to save or Cancel to
abort.
Detail Properties 613

Detal jlrlo I Audt I Set~ I
When adding an E-mail Address detail, an
opportunity is given to decide if the
Qetai: IE·mailAdctess
G ~
address will be the primary address used flele~ence: I<dru:k@worid~Wie. com> G P"~deies-~
with GOLDMINE's Internet features .
Select OK to save or Cancel to abort. A
Web Site profile start with www in the ~··I
Reference field.
OK Cancel

Details Tab Local Menu
To open the local menu :
• Press 1 space bar

• Right click in the tab display window
1ookup- Displays a listing of all contact records containing the same

highlighted Detail type ..
Send e-mail- Available only if the entry is an E-mail address. Opens the Send
E-mail dialog box with the highlighted e-mail address automatically filled in
New- Creates a new profile record.
Delete- Deletes the highlighted profile record.
Edit- Displays the highlighted profile for modification of the Reference or Notes
fields.
Web Site- Available only if the entry is a Web Site. Launches directly to the
highlighted Web Site profile.
Viewing and Editing Standard Details Records
1. Click on the Details tab or press - +
2. Double-click on the Detail record.
3. Select the Details folder on the Detail Properties dialog box.
4. Edit the detail using @D + letter keys or the mouse to move through the fields.

Adding an Expanded Detail
GOLDMINE provides a method to expand the number of data fields available for a
detail record. You must have Master-Rights to set up the custom field labels and tab
folde r for an expanded detail. (see chapter on "Customizing Gold Mine").
1. Select New from the local menu and open the Detail folder.
2. Enter a Standard Detail selection listed in the Detail field lookup window. You
must use a profile th at is currently listed in the Detail field lookup window listing -
it cannot have been used and later deleted.
3. Enter a Reference.
4. Select the Info folder to display the eight additional field s th at have been defined
for an expanded detail.
Detail Properties · · 13
Detail Info j Audit ] Setup I
Brand: jDell ill HD: j20 MB ill

Processor: jPentium G RAM: j512 MB ill
MHZ: j400 ill CD Rom: jY G
Model: jDeskpro ill
Comments: 1
G
OK Cancel
5. Complete the detail using @D + letter keys or the mouse to move through the
choices. Click on the spin controls, press the@ key or click the right mouse
button to display the lookup windows.
7. To edit data fields of an existing detail record, highlight the Standard Detail on
the Details tab and select Edit from the loca l menu .

The Audit tab displays creation and last modification information about the highlighted
detail record.
Detail Properties · · 13
Detail jlnfo [_A_g_~_;_r_·_-_]j Setup J
This Audit folder tracks user. date and time information for the
record's creation and last update.
~ Record Creation Last U p d a t e : l
j User: NICI User: NICI
Date: 03/19/2000 Date: 03/19/2000
I Time: 7:25pm Time: 7:25pm
OK Cancel
If an expanded detail tab folder has been created for the selected detail , access the
th ird bank of tabs by:
• Clicking the partial tab, or arrows, to the right of the tab bar
• Using the assigned Hot Key
Members\ Tracks \ Opptys \Projects--. Network \ \ \ \ \\\ ~1~ 1

Date Network Brand Processor MHZ ~
t·.·1ar 19. 00 ; V-\1/ing 1400 ....

I~M~I•I•I · W-Win Intel II
_j
_:.1
Th e custom expanded detail tab folder displays six columns of information, the Date ,
the Reference fi eld from th e detail record and th e first three user defined fields from th e
Info folder. The local menu is identical to that found in the Details tab folder.

Referrals Tab
Click on the Referrals tab or press lctrl l +@to display the links that have been created
between the active contact record and another contact record in the database .
Summary\ Fields \ Notes \Contacts\ Details .\ Referrals\ Pending\ History\ Links \ \ \ ~ I•

Referral Reference User
Lookin for new data To: RamJackofTeKas
Took client from Donald ITo: World Wide Webfoot Q.oto Referral
Find ...
Oytputto _j
blew...
Qelete ...
Edit...
Four fields make up the Referral record:
Referral - Detailed information specifying the reason for the referral.
Reference- The name of the contact linked as a Referral record.
Date - The date the Referral record was created.
User - Th e name of the user who created the referra l link.
As in other tab folders, Referrals uses a local menu:
Goto Referral - Displays the contact record linked to the selected Referra l entry
as the active contact record.
New - Refers , or links, the active contact record· to another contact record you
select.
Delete - Removes the selected entry and link from the Referrals folder of both
contact reco rds.
£dit- Allows you to edit the Referral field or notes.

Creating a Referral
Although Referrals is used primarily to track lead referrals, they can be used whenever
you want to maintain a link between two contact records. Let's use an example of
wanting to remember that you referred a new prospect to one of your distributors.
Remember, both records must exist in GOLDMINE before a referral can be made.
1. Display the prospect's contact record.
2. Select the New option from the local menu. GOLDMINE will display the Contact
Listing browse window.
3. Select the distributor's record. You can double click the entry, or highlight it and
press I ---.J l to open the Referral Properties dialog box.
4. Complete Reference fields on the Referral Link tab with a reason for the
referral.
Referral Properties . · : · .· £I
Refeual Link j Audit 1 Status 1
~ GoldMine allows _you to track associations and one·to-rnan_y relationships b_y linking
lll.d a record to one or more other records in the database.
Refer this contact: To this contact:

!For: WorldWide Webb Foot => !Ram Jack ofT exas
Reference: Reference:
!Looking for new data [8 jProvided data
Insert Notes: I
OK Cancel
4. Select Insert Notes to insert a date/time stamped note entry. Additional notes
can be entered during the life of the referral or as the reported status of the
prospect changes.
5. Select OK to save and exit.
GOLDMINE will add a To: entry in the prospect's contact record, and an Of: entry in the
distributor's record.
Double click the referral record to jump to the linked contact record from the Referrals
tab of either linked record .

Creating a Referral
Although Referrals is used primarily to track lead referrals , they can be used whenever
you want to maintain a link between two contact records. Let's use an example of
wanting to remember that you referred a new prospect to one of your distributors.
Remember, both records must exist in GOLDMINE before a referral can be made.
1. Display the prospect's contact record .
2. Select the New option from the local menu . GOLDMINE will display the Contact
Listing browse window.
3. Select the distributor's re cord. You can double click the entry, or highlight it and
press [......_l I to open the Referral Properties dialog box.
4. Complete Reference fields on the Referral Link tab with a reason for the
referral .
Referral Properties . · · · ·· £I
j
Referral Link Audit 1 Status 1
~ GoldMine allows you to track associations and one-to-many relationships by finking

llL.J a record to one or more other records in the database.
Refer this contact: To this contact:

jFor: World Wide Webb Foot => jRam Jack ofT exas
Reference: Reference:
jLooking for new data [iJ jProvided data
Insert Notes: j
OK Cancel
4. Select Insert Notes to insert a date/time stamped note entry. Additional notes
can be entered during the life of the referral or as the reported status of th e
prospect changes .
GOLDMINE will add a To : entry in the prospect's contact record, and an Of: entry in the
distributor's record .
Double click the referral reco rd to jump to the linked co ntact record from the Referrals
tab of eith er linked record .

Audit Tab
The Audit tab displays creation Referral Properties · · · ··. 13

and last modification information Refenal Link rt.udli'-jj Status I
about the highlighted referra l
This Audit folde~ tracks user. date and t1me inf01mation l01 the
record. record's creation and last update.
r Last Update
JRec01d Deation~
: User: NICJ User: NID
1 Date: 03/19/2000 Date: 03/19/2000
Time: 7:35pm Time: 7:35pm
L----·---~·-·---.J
OK Cancel
Status Tab
The Status tab contains Referral Properties · E1

milestone indicators ranging Refeual Link ] Audit Status I
from Initial contact to Done!
GoldMine allows resellers and manufacturers to shares leads using the GoldMine
that you can select to share Leads Distribution system and track the progress of each opportunity. By setting
Opportunity milestones. an organization distributing leads to its sales channel can
the status of the referral with track the progress of each prospect lead that has been referred to its representatives.
other users.
P jnitial contact I Making decision
P Interest confirmed I Vergal agreement
P ldent~ied ]>ey players r ProleCt junded
P l~~~!~~ifo~~;.~s~i~fti.~ r .Eurchase order

I ~valuation INP I P1oduct delivery
I Evaluation po~itive r Qone!
I ].ost Sale
OK Cancel
1. Select the Status tab.
2. Click the checkboxes to indicate the current status of the lead . Entering a check
indicates that this step has been completed.

GOLDMINE 5.0 Chapter 3- The Tab Bar
Pending Tab
Click on the Pending tab or press (ctrr] +(E) to view all of the pending activities,
scheduled for all users, for the active contact record . (For more information , see the
chapters on "Scheduling Activities" and "Viewing Contact Activities".)
Summary\ Fields \ ~Jotes \Contacts\ Details \Referrals\ Pending\ History \ Links \\\ • ~J
P.ctivity IDate I Time IUser ICode Reference ~ I
,l:.,ppt. 1 Mar 20. 00 !8:00a NICI I BCI:.. ; V2K Install Zo om... ~

.ll.ppt. Mar 21 . 00 i 800a 1 NICI 1BCA I V2K Install
P..ppt. Mar 22. 00 18:00a NICI BCll. i V2K Install ~ omplete ...
tiJf,l- l~mt.fi•!•M llliml mr•- lrr!'.i.1l lti'.Ja~ rmmu
.ll.ppt.
Message
Mar 24. 00
Jan 31. 00
I 8:00a
I
NICI ! BCA I V2K Install .S,chedule ~
111:00a D.ll.VID Re: V2K U . Qptions ~
I I
1
i
_j
I
I
' I Find ...
I
l
:
II
I
II 0]dtputto ~
I I
' I I
i I
I
' I Qelete ...
I I
_Edit. .. .::J
Use the loca l menu to Zoom, Find, Edit, Reply to, or Delete a highlighted activity
record. When you Complete a highlighted activity, GOLDMINE automatically creates a
History record which is displayed on the History tab folder.

History Tab
A history record is automatically created and maintained for each completed activity
and are displayed on the History tab folder. Click on the History tab or press (ctrr l + (ill to
view all completed activities, for all users, for the active contact record .
Surnmar_y\ Fields Histor_y \ Links \ \\

Date Reference
~~iMiJI~•ml•ii~jjj~.i.i.i.l-l~la~·liiriul'ii~t!~•~l~JI Blank Thank ou letter Zoo m ...
t·.-1 ar 19, 00 S~le , $3) 50.00 (5 units] · NewT ails
SLD
Mar 19, 00 Other ; Referral To: Novell; Needs New V·Fiight Network Qptions ~
Dec 14, 99 Call Back I COM I Saw our booth at Hoppit_y Gardens Center
Mar 7, 00 : Call Back 1 COM j Schedule Appointment Find ...
Jan 19, 00 I Action 1 COM i Sent Litre Positive Reinforcement [Duckling) Ogtput to ~
! I De lete ...
Edit. ..
Use the local menu to Zoom, Find , Edit, Reply to, Analyze the list, or Delete a
highlighted history record. (See the chapter on "Completing Activities" for further
information).

GOLDMINE 5.0 Chapter 3 - The Tab Bar
Links Tab
Click on th e Links tab or press [Ctrl) + m

to display a list of all the documents or
applications associated with the active contact record. Links allows the attachment of a
Word document, Excel spreadsheet, file or e-mail attachment to any record in the
database.
When you wish to view, or edit, a linked document or spreadsheet file, double-click the
linked record entry on the tab and GOLDMINE will automatically launch the associated
application and retrieve the linked file
Summary\ Fields \ Notes \Contacts \ Details \R eferrals\ Pending\ History ' Links \ \ \ ~ ~
Document Type File
local Pro sal ·
Packrng Slip Microsoft Word Doc PSiip2027.doc
Project Plan Template Microsoft Word Doc : Demo Daisy Duck. !y~ C•·.t;::
Project Plan Template Microsoft Word Doc temp demo. doc E-mail dQcument
Blank Letter Form Microsoft Word Doc 1 Duck Letter. doc
t
1
Find ... _j
Ogtputto
blew...
Qelete ...
~d it. ..
The Links local menu is used to .L:aunch the highlighted file and its application , edit the
highlighted record , create a New link, or Delete the highlighted record. The file itself is
not deleted.
Move- Displays a directory listing which allows you to move the attached
document from its orginal location to an alternate directory. This is particularly
helpful when the link is an e-mail attachment you wish to maintain in a
documents folder.
E-mail DQcument- E-mail the highlighted document.
(S ee the chapter on "Communications" for more information ).

Ch apter 3 -The Tab Bar GOLDMINE 5.0
Members Tab
Click on the Members tab or press [ctrl I+@) to display the cu rrent contact record's
Group membership. A contact can be a member of more than one Group.
See the chapter on "Filters and Groups" for additional information on creating Groups
and Group members.
Members\ Tracks\ Opptys \Projects \ \ \ \

Group Reference
XmasCard99
17 Nov 1999 GM 5.0 Even Telecornmunic Find ... 2652
Active Clients Darryl Ander so 0!dtput to ~ comm
11/99 GM 5 Registrants Telecommunic 2652
Darryl Ander so blew. .. comrn
Darryl Ander so comrn _j
disappearing 45 NICI
Qel ete ...
.!;_dit...
The local menu allows th e user to create a New group membership, or Edit or Delete
the contact's existing Group membership.
'-t Rem ember that this additional tab folder selection can be found by clic kin g
on the first bank of partial tab, or the arrows , to the right of !:inks.

Tracks Tab
Click on the Iracks tab or press [ctrl) +CO to display the automated processes track(s)
currently attached to this contact. Each entry describes the event ready to be
completed the next time the user processes triggered events, what will trigger the event
and what action will occur after the event has been triggered.
See the chapter on "Automated Processes" for additional information about this
function of GOLDMINE.
Members' Tracks\ Opptys \ Projects \ \ \ \

Process Action
I -
Touch Attach Track
Touch Track C 6tte.ch e. Pro ces s
Bemove Process
are.nch to Event
Execute Processes
The local menu allows the user to Remove the highlighted process (track), Attach a
new process (track) from a displayed list of defined tracks or Execute a process.
~ Remember that this additional tab folder selection can be found by clicking
on the first bank of partial tabs, or the arrows, to the right of Links.

Chapter 3 - The Tab Bar GOLDMINE 5.0
Opportunity Tab
Click on the Opptts tab or press (ctrl l + 0 to display the opportunities in which th is
contact is invol ved.
See the chapter on "Opportunity and Project Management" for additional information
about this function of GOLDMINE.
Members\ Tracks\ Opptys \Projects\ \ \ \

Opportunity Forecast Status Stage
lsitive
£do to Opportunity
Find ...
Oytput to
_j
blew...
----
Qelete ...
Edit...
T he local menu allows the user to create a New opportunity, Go to the Opportunity
atta ched to the highlighted entry, Delete an entry, or !;,dit the entry.
"'EJ Remember that this additional tab folder selection can be found by clicking
on the first bank of partial tabs, or the arrows, to the right of Links.

Projects Tab
Click on the Projects tab or press [ctrl I + QJ to display the projects in which th is contact
is involved.
See the chapter on "Opportunity and Project Management" for additional information
about this function of GOLDMINE.
\ \ \
Project Stage
Ross Thomson: Netw
Qo to Project
Find ...
Oytput to
bl,ew ...
Qe lete...
_Edit... ..:J
The local menu allows the user to create a New project, Go to the Project attached to
the highlighted entry, Delete an entry, or or Edit the entry.
"'[) Remember that this additional tab folder selection can be found by clicking
on the first bank of partial tabs ,or arrows, to the right of b.inks.

Chapter 4- Querying the Contact Database
Objectives
In this lesson, you will learn how to:
• Locate contacts with specific characteristics
• Search for information within a field
• Use the Goto menu
• Sort by field

Chapter 4 - Querying the Database GOLDMINE 5.0
Discussion
GOLDMINE provides four easy to use methods to quickly locate a particular contact
record.
• The .!:ookup main menu commands
• The Find Contact icon
• Using the mouse to double-click on the field label of indexed fields
• Cycling through last viewed records
GOLDMINE maintains indices on the most commonly searched fields : Company,

Contact Name , Last Name , Phone1 , City, State, Country, Account No, Zip Code , the
five Key Fields under the telephone numbers and the Details records on the tab bar.
When you search for a particular contact based on a value in one of these fields,
GOLDMINE can locate the record almost instantly.
With the exception of the Details records , the name on all menu commands and
selections depends on the label assigned to the field . For instance, if you change the
Contact field label to Client, then the menu commands and selections to search this
field would also be Client.

GOLDMINE 5.0 Chapter 4 -Querying t he Database
Finding a Contact Record
1. You can find a specific record in your database th ree ways:
• Select .Lookup and one of th e first five choices on the drop-down menu
and sub-menu to open the Contact Listing dialog box.
• Click on the Find Contact icon
• Double click the label of any indexed field : Company, Contact, Last
Name, Phone 1, City, State, Country, Account No, Zip Code , the five Key
Fields under the telephone numbers.
Contact Usting · . . · .· . · lllil £1

f ind Value: JDaphne Duck · r. .Erimary Contacts (~
r AdditiQnal Contact '&J
~ort Order: jContact Sbrink I
P' t~.¥.;Q.~Ji~.I?..i.~_0_~;_-_-~z~.-~j-~ ·
3!d Column: j r Sync ~ontact Window
Company Contact Phone1

Bank of ,C.,rnerica 1 Art 8ardton i (31 0)315·3783
Cadtech Engineering Ltd. Bea Dennkow i (708)552-3311
f:d~~r~_Y./i.:J~.Y!~~~-.fqqt .·.·.· · .·.· .·.·.·.·.·.·.·.·..·.·.·.·.·.·.·..·.·.·; i
[Q.·_~P.F6~.--P..·~;-~k·.·.·.·.·.·.·.·.·.·.·.·.·.·.·.·..·.·.·.·.·.·.: K?io.?I$$$·:_ro.o..o..·.······----·····.·.·.·.·.·.·.·.-.'
Artisoft ' Donald Deck 1 (602)677-0004
Windows tv1 agazine I Gabe Kaplan 1 (516)337-8844 _j
Novell I Hoby Stechild j' (512)999-8888
Latham &Watkins Ian Kendall [213)934-1234
GoldMine Software Corporation 1 Jon V. Ferrara (31 0)454-6800
AT & T Karn Smith ! (201 )661-8000 ~
2. Type any portion of the va lue you wa nt to find (starting with the first letter) in the
Eind Value. Th e search value must start with the first character of the va lue
based on the Sort Order selection, and is not case sensitive.
3. Select the Expand button, if required .
'1J To permanently change the default display, uncheck the Appear in

'Shrunken' mode checkbox using .l;.dit...Preferences ... Lookup folder.

Chapter 4- Querying the Database GOLDMINE 5.0
4. As you enter the Eind Value, GOLDMINE searches the contacts and highlights
the contact with the closest match to your value.
5. Use CDTI to highlight the correct contact, if necessary, and press I • ' lor
double-click on the contact listing .
6. The contact you select will be displayed on your screen .
7. Sort Order displays the field in which the search will be conducted. Change
fields, change the contact group to search, or change the 3rd Column display
prior to searching for, or displaying, the contact.
Contact listing
The following command fields appear on the expanded Contact Listing dialog box:
Sort Order displays the field in which the search will be conducted.
3rd Column- Determines wh ich field will be displayed in the third column of the
contact listing display. A pull-down window lists valid fields. Use the mouse
pointer to change the width of the 3rd column by clicking on, and dragging , the
dividing line between fields.
Shrink- Changes the display to condensed.
Primary Contacts- Select this option to perform searches based on Primary

Contacts in the database.
Additional Contacts- Select this option to perform searches on additional

contacts (listed on the Contacts tab) in the database. When th is option is
sel ected §.ort Order is disabled since the search value must be the full contact
name.
Sync 3rd Column w/Sort- Check this option to automaticall y change the 3rd
Column to match the Sort Order, except when the §.ort Order is Company or
Contact.
Sync Contact Window- Check this option to display the highlighted record as
the current active record in the background.

GOLDMINE 5.0 Chapter 4 - Querying the Database
Finding Detail Records
1. Select b.ookup ... Detail Records from the Main menu bar to display the Lookup
a Contact Based on a Detail dialog box. Use the lookup windows or spin arrows
to make a selection in each field.
look up a contact based on a detail £I

To look up a contact with a particular Detail. please select
the appropriate Detail below and then type in the first 2
characters of the Reference to display available matches:
Qetail: ~~ ·mail Address EJ

B.eference: jdduck@worldwide.com EJ
1ook up Pr~vious .QK
Djal Jiext ,Cancel
2. Enter the Detail and Reference va lues to search for

Type the values using upper or lower case letters.
• Press@ to display a lookup wi ndow co nta in ing valid choices. Use
CDJJ to highlight your choice and press Select.
Double click on your choice.
Detail- Th e Detail record type to search. The va lue must be a selection from the
lookup window.
Reference- The common Reference value to find within the selected Detail.
The value does not ha ve to appear as a selection on the lookup w indow.
3. Select b.ookup to view a listing of all contact records th at have Reference

entri es for th e Detail value.
4. Previous and Next move you through th e co ntact records which match the
values. Notice that as most choices are made, the active contact record
changes, going to the first instance of the selected Detail and Reference value.
5. Select a contact from the listing to View , or Delete . Edit displays the detail
record folders which allow you to add or change data.

Chapter 4 -Querying the Database GOLDMINE 5.0
Searching for a Value Within a Field
Th e .!:ookup ...Text Search option is used to find a contact reco rd based on information
contained within a field , or to search a non-indexed field. If the Sgarch for value
appears anywhe re in the selected fields, GOLDMINE will display the record .
1. Select .!:ookup ... Text Search from the Main menu bar and select the area in
which to search for a particular value. The following commands are available:
Primary Fields - Searches all fields in the upper portion of the co ntact record .
fields Below the Tabs- Searches all fields in the Summary and Eields tab
folders.
Notes - Searches all Notes tab folders.
All Fields- Searches all of the above.
2. Type all or part of the valu e being searched for into find What. Example: You
are searching for a company name that contains Table in its name. Type
~a nd GOLDMINE will find all compan ies that contain Table as an y
part of their name, including Stable, or Constable.
3. Select ~earch to start the search . GOLDMINE will show the number of matches
found and the search completion percentage.
4. When the search is complete, ,.. ,: Searching Primarg Fields . £1

use Erev and Next to move
between matches.
S~arch for:
5. Press lEse! or ®D +(IT) to close
the dialog box. ~ B
Aecords found: 0
t r7 . tk·' ,!;;ancel
Select Cancel at an y time du ring the search to work with the results of the search up to
that point. Searches results can be used to create a permanent GOLDMINE group
(see chapter on "Filters & Groups" for additional information).

GOLDMINE 5.0 Chapter 4 -Querying the Database
Using the Goto Menu
The Goto option on the _hookup menu has additional functions for finding contact
records based on usage, or a record's actual location in the database. The following
options are available:
Cycle Last Viewed Records [Shitt ) + [PgUp J

Returns to the contact record displayed before the currently displayed
contact record. Helpful for returning to a contact record after an
interruption .
Next Record [PgDn J

Displays the next logical contact record in the active sort order.
Previous Record [Pgup)

Displays the previous logical record in the active sort order.
Eirst Record [ctrl I+ [PgUp)

Displays the first contact record based on the current sort order.
_hast Record [ctrl I+ [Pgon )

Displays the last contact record based on the current sort order.
Go to Record Number
Displays the contact record with a record number as assigned by
GOLDMINE. The sequential record number of each contact is located on
the Summary tab folder in the Record field (except in a SOL database).
When the contact database is Packed all records are re-numbered
sequentially. Do not go to, view, or change record number one. Th is
record holds the field labels and other important design and
synchronization related information.

Chapter 5- Scheduling Contact Activities
Objectives
• Schedule a Call
• Schedule a Next Action
• Schedule an Appointment
• Schedule an Other Action
• Schedule an activity for multiple users
• Schedule a Resource
• Schedule Recurring Activities
• Schedule an activity for multiple contacts
• Schedule an Event
• Schedule a Forecasted Sale
• Schedule a To-Do action

Chapter 5- Scheduling Contact Activities GOLDMINE 5.0
Discussion
The key to effectively managing your contacts is to schedule all activities on
GOLDMINE's calendar. When you use the ~chedule menu commands to schedule
your calls, meetings, literature requests , and other activities. You will be reminded to
call someone, advised of your current schedule, and warned of scheduling conflicts.
GOLDMJNE will display activity listings for selected periods of time for a particular
contact or group of contacts. You can set alarms to remind yourself of important
activities. Other GOLDMINE users can quickly and easily determine if you are
available for meetings or conferences.
When you enter the results of your completed contact activities, they will be available
for subsequent follow-up and reports. You can justify time and expenditures. Statistics
on completed activities allow you to analyze your performance and the performan ce of
others.
If you are using GOLDMINE on a network, you may use the calendar to schedule
activities to others and follow up on their progress. You can also delegate and track
activities for one, or more, users.
GOLDMINE allows you to create both linked and unlinked activities. Linked activities
are associated with a specific contact record and that record is updated to show the
progress of the activity. Unlinked activities are not connected to any contact and, if
used , would be entered for incidental events. By default, GOLDMINE creates activities
that are linked to the current active contact record .
:!: It is strongly recommended that you DO NOT create unlinked activities if

you are synchronizing your database or working on a network. Create a
personal "Action Needed" contact record and enter, on this record,
activities that would otherwise be unlinked.

GOLDMINE 5.0 Chapter 5 - Scheduling Contact Activities
Scheduling Commands
To schedule an activity for the active contact:
• Press @D +(]]and one of the letter menu commands

• Click Schedule on the main menu bar and select a pull-down
menu command
• Click one of the schedule icons
Call- Schedule an outgoing telephone call to be made sometime in the

future.
Next Action -Schedule a task such as preparing a folder or letter.
Appointment - Schedule date-specific meetings with contacts.
(No Icon) b_iterature Request- Schedule a request for another use to send
literature
Eorecasted Sale- Schedule activities indicating the anticipated

close date and amount of a new loan.
Other Action -Schedule misce llaneous activities that do not fall into any
other category. (Thi s is not a default icon on th e Schedule Toolbar)
(No Icon) Event- Schedule a date-specific activity for one or days such as a
confere nce or conve ntion.
(No Icon) Io-Do- Schedule priority ranked activities for yo urself which , by default,
are not linked to a specific date. These activities must be physically linked
to a co ntact record. To-do actions are forwarded on you r calendar daily.
(No Icon) GoldMine E-mail- Send an internal e-mail to another user via
GOLDMINE.
When an activity is scheduled, a record is inserted on the contact's Pending tab folder.
The Appointment, Next Action, Call Back and Forecast fields are updated on the
Summary tab folder with the earliest scheduled date.
© 2000 Ve rti cal Marketing , Inc. 69

Activity Codes
Activity and Result codes are three letter codes added to each scheduled or completed
activity. Activity codes are used to analyze specific sales activities or aggregate types
of activities or projects in which users are involved. Result codes display what occurred
when users co mpleted or attempted to complete an activity. Activity and Result codes
are used in most Activity Analysis , Reporting, Grouping and Filtering functions.
Lookup windows are usually designed to show each three letter Activity code, th en a II
and the reference description of the activity. This assures that the user understands
the meaning of the Activity code choice. Remember that information which appears
after the II is for reference only and is not entered in the field .
Each activity type contains its own set of codes. Activity codes are usually used for
every scheduled activity.

GOLDMINE 5.0 Chapter 5 -Scheduling Contact Activ ities
Scheduling an Activity
1. Display the contact on the screen ..
I~
2. Select Schedule and one of the menu command
choices from the pull-down menu or click on one of
the Icons to display the Schedule dialog box.
Schedule-an Appointment :· D £1
Detail ] Users J Resources J Available Time J Recurring J Group Schedule J
r
1
Con!act: Cod~: Cglor: c•imO<y"'"' 1
!Daphne Duck 3 reus [8 I• o:::J I ~

B.eference: r Time ~
IReview Proposal [8 II Q.ate: 103/29/2000 [8 i
I
I
Notes:
Time: 12:00 pm [8 I
IDu<a~on rr:fll H< iJ :
1
1
r Ajarm: lI
i On: I
,... l L_ _j
~ I Options l
.b.ctivity: Opportunity I Project: ! Ir Priv_gte p Lin1 ~ /
j.u.ppt. 3 ltncone) 3 Neyt II! r R.S.VP r Notify W ,
------------------~
Schedule Cancel
3. GOLDMINE places default values into many required fields. Lookup windows
are available for many of the fields . To use a looku p window:
• Pres s fm when the pointer is in the fi eld

• Use the spin control arrows
• Use the down arrow to the right of the data field choice
• Click th e right mouse button when the pointer is over th e field
4. Accept the default Contact or select another from the browse window. Complete
the Reference , enter an Activity Cod~ from the looku p window.

Chapter 5 -Scheduling Contact Activities GOLDMINE 5.0
5. Add any Notes . This field is designed for notes specific to this activity. These
notes can only be viewed with activity ,Zoom local menu commands and are lost
if the activity is deleted.
6. Select the Opportunity I Project to which this activity should be attached . If one
does not yet exist, click the New button to create a new Opportunity. (see
chapter on "Opportunity and Project Management").
7. If required, change the Primary User for whom the activity is being schedu led.
8. Complete the Date, Time, and Duration of the activity using typed input, the
lookup window or the spin controls.
JEJ Note: You may enter a numerical or alphabetic character in the Time
field. The field label will change to Priority and the activity will appear
on the Activity Listing, sorted by the Priority entry.
9. Select to set an Alarm time and/or date.
10. Complete the Options section if desired.
Priv~te - Only the creator, recipient and users with Master Rights can view the
Code , Reference, and Notes of this activity.
RSVP- Keeps track of when , and if, activities you scheduled for others are
completed. Do NOT use this function if you will be synchronizing data.
Lin.!s.- This button links the activity to the record on the screen and must rema in
checked .
Notify- Sends a notification e-mail message when scheduling , or chang ing,

activities for others .
11. Select another folder to further define the activity parameters. (See following
pages).
12. When all parameters are defined, select the Schedule button to schedule the
activity to your calendar and the contact's Pending tab.

GOLDMINE 5.0 Chapter 5 -Scheduling Contact Activities
Alarms
GOLDMINE provides an option to alarm a scheduled activity. When the alarm is

triggered, the fol lowing box wil l appear in the upper portion of the screen. You may
select one of the following options for handling the alarmed activity.
Attention! You have an alarm waiting for you in

GoldMine. Please select from the following options:
Contact: Daphne Duck; World Wide Webb Foot QFF

Subject: Confirm Appt
~nooze
Time: 2:00pm ·4:00pm lgnore

Activity: .A.ppointment
Phone: (217)555·1 000 .Q.elete
Notes
I S!Jspend Alarms I ~iew Contact I ,komplete
Notes- Display the notes of the scheduled activity.
~us pend Alarms- Suspend all alarms for this GOLDMINE session.
View Contacts - Go to the contact record linked to the alarmed activity.
Off- Turn this individual alarm off permanently (uncheck the alarm box in the
scheduled activity).
Snooze- Snooze this individual alarm for the specified duration.
lgnore - Ignore this individual alarm for the default duration.
Delete- Delete this scheduled activity.
Complete- Complete thi s scheduled activity.

Chapter 5 ·Scheduling Contact Activities GOLDMINE 5.0
Scheduling an Activity for Multiple Users
1. Complete steps 1-8 under "Scheduling an Activity".
2. Select the Users folder to schedule an activity for more than one user.
Schedule an Appointment - - .. · El
Detail Users IResources J Available Time I Recurring I Group Schedule I
Primary !Jser: User .bist
ij Select the activity's primary
-•
jr-JICI ADMIN
user ADtv11NIST
~ A.Qditional Users ARLIT A
BEf~JAMIN
-
ecce.. .... 1 To include other. users. BOBP
DEEPTI ___j check Additional Users and CLANSDOW
EMAGERS double-click on the user DAVID
name or group from the User
List or Group List. :~e~~?p:e:R~::::::::::l~
User g roup List

All Users •
r Send Blind E·mail Administration -
All Active Users _
~ To send blind E·maiL check
Send Blind E-mail and select
Consultants
..:J the user or group.
Dallas
Engineers ~
Schedule I Cancel
3. Double-click on a user name in the Users ,List to include the user in the
scheduled activity.
Send Blind E-mail -Select users to receive a copy of the message or scheduled
activity but do not include them in the distribution list text added to the Notes field
of all activities scheduled for multiple users.
activity to your calendar and the contact's Pending tab.

GOLDMINE 5.0 Ch apter 5 - Scheduling Contact Activ ities
Resources Master File
The Resources Master File maintains the list of items that can be shared among
GOLDMINE's users such as conference rooms or audio-visual equipment. In order for
GOLDMINE to check th e availability of th e re source at th e time of your activity, the
Resource must appear in the Master File .
1. Select Eile ... Configure ... Resources to display the Resources' Master File
dialog box.
Resources• Master File · · £1

Name Code Description
[llj)l~li~i (ijl)~ Conference Room
PROJECTO TRN Fire Fly Projector
TROOtv1 TRN Training Room
_j
_:_j
~ew f.dit Qelete I View ~chedule I ~lose I
2. Use the comman d button s to add a New resource to the Master File, Editor
Delete the highlighted resource, or display the highlighted resource's Schedule.
3. To view th e ca lendar of the resource, select the View Schedule button .
When adding a new resource, the Name should be entered as a unique eig ht ch ara cter
alphanumeric sequ ence, th e Cod e can be used for any purpose such as a serial
number, and the Custodian is the person responsible for the resource.

Chapter 5 - Schedu ling Contact Activities GOLDMINE 5.0
Resources Folder
1. Complete steps 1-8 under "Scheduling an Activity".
2. Select th e Resources folder to reserve a resource for a scheduled activity.
Schedule an Appointment · ·. · -· - II
Detail I Users Resources J Available Tirne I Recurring I Group Schedule I
Double·click on a resource frorn the Resource List to add it under
Selected Resources.
S~lect ed Resources Resource 1ist

Lll.PT OP CONFER
F'ROJECTO Conferen
V/8 Copier
Laptop
Laptop
«~elect
Laseriet
OP
Train
B.ernove »
t:f.tO.:O.JK::::::::::::::::J
Schedule Cancel
3. Double-click on th e name of a resou rce in one list to move it to the other list.
4. Select Schedule to schedule the resource for the activity or Cancel to quit.
5. To view a ca lendar of scheduled resources, select Eile ... Configure ...

Res ources and the View .§.chedule button.
JEJ If you need a quicker, easier way to see the calendar of a resource,
make the resource a GoldMine user. All standard calendar viewing
functions are now available for your resource!!

Determining Available Time
Before GOLDMINE can schedule activities for multiple users, you must determine a
time that all participants and resources needed are available.
1. Complete steps 1-8 in "Scheduling an Activity".
2. Using the steps in "Scheduling an Activity for Multiple Users" and "Resources
Folder", select the users and resources for the activity.
3. Select Available Time folder for a graphical display dialog box.
Schedule an Appointment ~ ·. · ·.: ; . · . · , £1

Detail I Users I Resources I
Available Time J Recurring Group Schedule I
Available Time 6a··········9a··········12p·········3p··········6p
Thu. Mar 30: 4:00pm · 5:00pm
Fri. Mar 31: 4:00pm · 5:00pm ••
r· Scan Days... - --, Conflicting Activities -~,

Dur_gtion: fl:B jHr iJ P Monday ! P Appojntments
Start lime: )9:00 ar1i 0~
IP
P
Tuesday
VVednesday
I P Ca)l backs
P t!.ext actions
to: J5:00 pm 0 P Thursday I P 0 tber actions
Scan .Q ate: J03/30/2000 L!J
!P
r::c-::-::--::-::-~r:l friday r Saye as default
Ir Saturday
to: )03/ 3112000 [8 I r Sunday
1 [::::::::::::::::::::::~:~:~:6::::::::::::::::::::::;1
Schedule I Cancel
4. Complete the time parameters and select Scan to highlight and check the
availability of all users and resources. The available times for all selected users
are shown as black line ind icators.
5. To schedule the activity, highlight the desired time block in the Available Times
browse window and select the Schedule button .

Chapter 5 -Sc heduling Contact Activiti es GOLDMINE 5.0
Scheduling Recurring Activities
You can schedule recurrin g activities, based on any interval of time, using the
Recurring folder.
2. Select Recurring folder from the Schedule activity box.
Schedule an Appointment · · £I
Detail I Users I Resources I Available Time Recurring J Group Schedule I
To schedule a recurring activity, check the desired Date span and choose frorrr
~I either Fixed Frequency or Monthly Occurrence.
~
r Date Span :-l r Fixed Frequency

~tart Date:]03/19/2000 [8 r. .Qaily r Monthly r Eyery w:EJ days
r Wee]sly r Quarterly
f. nd Date:jo3/21/2000 [8 r ~iweekly r J:early P Skip Weekends
r lvlonthly Occurrence
r first r Sunday r ThLnsday
Ir Second r M.Qnday r Frjday
r l hird r T!Jesday r Saturday
I Fourtb I Wednesday
Beset I Last
L_ -
Schedule Cancel
2. Select a Fixed Frequency or Monthly Occurrence option. Decide whether to

Skip Weekends when scheduling this activity.
3. Select th e Start/End dates .
4. Select Schedule button to schedule and save the activities.

GOLDMINE 5.0 Chapter 5 -Scheduling Contact Activ ities
Group Scheduling
GOLDMINE can schedule the same activity to all contact records in your databas e, or
to co ntact records selected by an active filter or group.
1. Activate a filter or group, if required.
3. Select additional users on the Users folder if you want activities to be scheduled
in round-robin fashion.
4. Select and complete the Group Schedule folder.
5. Check Schedule to a Group of Contacts, and select the filter or group from the
lookup window.
6. Select a Span Range, Start Date, and Time of day.
Sctledule an Appointment :, , · · £I
Detail I Users J Resources ] Available Time I Recurring Group Schedule j
Group Scheduling allows you to schedule this activit.)' to all contacts in the
active filter or group. If multiple users are selected, the scheduled activities
are divided among all of the selected users.
P' ~chedule to a group of contacts
lrtn DCI-SF '99 Leads

- Options
P' [~~P.·~·6.·.~.~.i·9.·~.S.·.·.~;0.iii·P.·I~·~.~.~;Y,·~ S!art Date: J03/19/2000 0 '

P Skip _\:Yeekends I
Start Time: js00 am 0 !
Activities per .Q.ay: J25 :fj ~nd Time: J5:00 pm
0 J
Schedule Cancel
7 Sel ect to limit the number of activities scheduled per day, if desired .
8. Select Schedule to schedule and save the activities.
When multiple users are indicated on the Users folder, GOLDMINE schedules one
activity for each selected user, changing th e date and tim e by increments. If the
Activities per Day are 25, each user will get activities for 25 contact record s per day.

Chapter 5 · Scheduling Contact Activities GOLDMINE 5.0
Scheduling an Event
Eve nts are tim eless activities which may occur over a rang e of dates. They are useful
for displaying the dates of sales co nferences, vacations , out of tow n trips, etc. They
should not be confused with actual appointments since they do not appear on your
calendar at a specific time and are not subject to Conflict Checki ng.
1. Display the contact on the screen.
2. Select Schedule ... !;vent from th e Main Menu to displ ay the Schedule an Event
dialog box
Sctledule an Event · · . 13
Detail IUsers I Resources I Available Time I Recurring I Group Schedule I
r--- - - - -- - . . 1 1 Primary 1J.ser: - - - ----,
Conjact: Code. Color. 1
ll~~-~c_l____iJ
1 • , . . - -- - - - -- - - ,
1 jDaisy E. DLJck iJ jPR.Z ill JII.:J _. . _:

Beference: Ii r·rme
jPond Scum Control Conference
ill I: Q.ate: j03/19/2000 ill :
Notes:
Th"ughoI'3/2412DOD ['] I
Duration: f5:B j Day iJ :
I
I A]arm:
On: , . . . - - - - -
;r..__- --
. I I O .
...:J I r ptrons
.6.ctivity: Opportunity I Project: !r Private p Link ~
_iJ__Ne1Y Ll r
I
1-..,.c.,,, ..:::J lrnone) R~VP r Notify V :

Schedule Cancel
3. GOLDMINE places default val ues into many requi red fields. Lookup windows
are available for many of the fields. To use a lookup window:
• Press (ffi when th e pointer is in the field

• Use the spin control arrows
• Use the down arrow to the right of the data field choi ce
• Click the right mouse button when the pointer is ove r the field
6. Acce pt th e default Contact or select anoth er from the browse window. Complete
the Reference , enter an Activity Codg from the lookup window.

GOLDMINE 5.0 Chapter 5 -Scheduling Contact Activities
5. Add any Notes. This field is designed for notes specific to this activity. These
notes can only be viewed with activity Zoom local menu commands and are lost
7. Select the Opportunity I Eroject to which this activity should be attached. If one
does not yet exist, cl ick the New button to create a new Opportunity. (see
chapter on "Opportunity and Project Management").
7. If required, change the Primary User for whom the activity is being scheduled.
8. Select the Date range of th e event using typed input, the lookup window or the
spin controls.
9. Select to set an Alarm ti me and/or date.
10. Complete the Options section if desired .
11 . Select another folder to further define the activity parameters .
acti vity to your calendar and the contact's Pending tab.

Scheduling a Forecasted Sale
A Forecasted Sale is scheduled to record the anticipated date and potential of a sale .
1. Displ ay the contact on the screen.
2. Select Schedule ...Eorecasted Sale from the Main Menu or click on the
icon to display the Schedule a Forecasted Sale dialog box.
Schedule a Forecasted Sale · £1

~ GoldtAine allows you to strategically manage your revenue "pipeline" with the ability to
"\..!) forecast sales instead of scheduling another call to remind yourself of a potential order.
Con!act: Opportunity I .Eroiect:

jDaphne Duck iJ j [nonel
~ II
I
Product: Cod~: !Jser:
jNew Tails m fTLSG jNICI
Unjts: Price: .C..mount: Pro.Qability: S_gle Date:

! ]5 j~7~50-.0-0--- j3J50 G fBOG% 1o3/1 912ooo G 1i
!
-------------------~
QK .Cancel
3. Opportunity I Project -Select the project or opportunity to w hich this sale

should be attached. If one does not yet exist, click th e New button to create a
new one.
4. Pro.Quct - Enter the name of th e product or service which is being sold.
5. Enter the number of Units that will be sold and the individ ual Price per unit. The
total Amount will be calcu lated.

GOLDM/NE 5.0 Chapter 5 -Scheduling Contact Activities
6. Complete the information relevant to the contact using the lookup window for the
Activity Codg.
7. Select a User if you are scheduling for someone other than yourse lf.
8. Complete the Pro.Qability percent it will close using typed input, the lookup
window or the spin controls.
9. Select the S~le Date you expect the sale to close.
10. Complete the Options section if desired .
11. Add any Notes. This field is designed for notes specific to this activity. These
notes can only be viewed with activity Zoom local menu commands and are lost
12 . Select OK to schedule and save the forecasted sale to your calendar, the
Opportunity Manager, and the contact's Pending tab.

Chapter 5 -Scheduling Contact Activities GOLDM/NE 5.0
Conflict Checking
If the duration times of the activity being scheduled overlap those of previously
scheduled activities, GOLDMINE will place an alert message on the screen.
Select the lgnore Conflict button to schedule the new activity anyway, or the
Reschedule button to return to the Schedule window and change the time or date of
the new activity to prevent conflict.
Scheduling Conflictl . ·· · J~ · £1
~ Attention! There alrea?y is an activity _scheduled
~ for th1s t~rne. You rnay 1gnore the conflict or
re-schedule the activity for another time.
Activity: Appointment [NICI]

Time: 2:00pm· 4:00pm. Sun. Mar 19
Subject: Confirm .6.ppt
Contact: Daphne Duck; World Wide Webb Foot

Phone: (217)555·1 000
Unscheduled Activities
It is not necessary to schedule an activity before completing it.
Select the Complete an Activity icon , or the Main Menu

selection Complete ... Pending Activities and choose to
complete an unscheduled activity action.

Setting Up a To-Do List
The To-Do Action allows you to set up a To-Do list, ranked by priority, which must be
physically linked to a contact record. Any user can create, or add to, any other user's
list.
1. Select Schedule ...Io-Do from the Main Menu.
Schedule a To-do · £I
To·do actions are prioritized by number rather than date. Items with higher
priorities shoLJid be given lower Priority numbers. To see your list of To·do
items. select View I A.ctivity List I To·do.
lo·do: ~
I
I
~--------------------~
Determine if V-Format is good idea ~ P!iority: ~[8
Notes: Cod~: jPRA
Will resistance be better with C. or w1
l
1[ser: NI CI
r Options - - - -- - ,
I
__ , . 1 r R~vP
...:.J I Ir Lint r Priv_gte
~---------------------------~
QK ~anc~
2. Complete the dialog box giving each an activity a Priority number from 1-9 th at
determines the order of the To-Do on the list.
3. Select to Linjs this To-Do to the active contact record.
4. Select OK to enter the activity on a To-Do List.
5. To review the list, select View ... Activity List...Io-Do folder or View ... Calendar
where they are displayed in the lower window.

Chapter 5 -Scheduling Contact Activities GOLDMINE 5.0
Scheduling a Literature Request
See the Chapter on "Communcations and Messages" in the Intermediate Manual.

Chapter 6 - Activity Listings
Objectives
In th is lesson, you will learn how to:
• View the Activity List
• View pend ing activities
• View the graphical Calendar
• View the Planner folder
• View the Outline folder
• View the Peg Board folder

Chapter 6 -Activity Listings GOLDMINE 5.0
Discussion
Once activities are scheduled, it is important to see the activities that are pending for
you , for a particular contact record, or for other GOLDMINE users. Three methods are
available to view these activities- the Activity List, the Graphical Calendar, and the
Pending tab folder.
The Pending tab folder on the lower half of the screen displays all of the pending
activities, for all users, for the active contact record. This information is automatically
entered when the activity is scheduled. A local menu allows you to work with scheduled
activities.
Both the Activity List and the Graphical Calendar window display activities for all contact
records. Th ey display activities for a particular user; or•check available appointment
times for a group of users. The Activity List displays the activities in tab folders using a
column format. The Graphical Calendar displays activities in a graphical format on tab
folders that display different calendar views.

GOLDMINE 5.0 Chapter 6- Activity Listings
The Activity List
The Activity List displays info rmation on activities for all contact records related to a
particular user. Activity types are displayed in individual folders.
I~
1. Select ~iew ... Activity List from the Main Menu bar or click on the
View Activity List icon to view a column listing of scheduled
activities.
2. The Activity List is displayed showing all pending activities scheduled for today's
date.
~ ActiO!)S I e:-· Ot.Qeos I ra I o·do I ~ Clo~ed I ~ Fjled I 0 .Beai·Time

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3. Highlight an activity by cl icking on it, or using the CIID keys. Go directl y to a

highlighted activity's contact record by double clicking or pressing the I " ' l key.
4. Right click or press I s pac e bar l to open the local menu that allows you to edit,
view, or complete the scheduled activities or change the display.
5. On all local menus , select Options .. ~iew ... Detailed View to view the details of
the highlighted activity on the lower half of the Activity List.
6. View completed activities on the Closed and Real Time folders. Their local
menus have additional command s that allow you to ~oom the details of th e
completed activity and Analyze the resu lts.
© 2000 Vertical Marketing, Inc.

89
7. Click on a tab, use (Tab I keys, or press (ctrl] + letter keys to open a new folder.
Qpen- All pending scheduled activities for today or a selected date range.
When first opened , this folder displays all types of pending activities scheduled
for today's date.
ALarmed- All pending activities which have been alarmed.
E-mail- The user's unanswered e-mail generated by GOLDMINE or the Internet.
OY.tbox- The user's GOLDMINE generated e-mail that has not been sent.
Calls, &pts, Ey_ents, Eorecast, Actions, Ot!J.ers- A list of specific activities for a
selected user and date range.
Io-do- A list of timeless activities ranked by a numerical designation.
Clo§.ed- All completed activities for the selected activity type, date range, and
user.
Filed- Completed GOLDMINE and Internet e-mail activities.
Real Tim e - Completed activities, for all users, in the order in which they were
comp leted.
8. Press :, + " or use the window icons in the upper right corner of the dialog box to
clo se.
90 © 2000 Ve rtical Marketing, Inc.

Activity List Local Menus
All folders on the Activity List have a local menu used to change the type, user, or date
range of activities displayed on the selected folder. To open a local menu:
• Press 1space bar 1

• Place the mouse pointer in the tab display window and click th e
right mouse button
The local menus for the first ten folders are similar and contain commands for wo rkin g
with scheduled acti vities . Commands include:
Zoom -View all information on the highlighted activity, including notes. Select
Next or Prev to see the next activity on the display.
Read- Read selected GOLDMINE or Internet e-ma il. To copy text from a
received message into a reply, select the Read option from the E-mail tab local
menu, highlight the text and select the Reply icon.
Reply - Send a reply to the creator of the selected activity. The following
options appear if the activity is NOT a GOLDMINE or Internet message.
Reply to an acliviiJ
The activity you are replying to can be filed,

deleted or retained in the ln·box.
(. £.ii.i ''i'0.·.·_6iS.'i.~.;~\
r Qelete the activity
r fletain in In-Box
I Carry over notes
Rep!.Y kancel
File in History- Places the activity in the History ta b folder.

Delete the Activity- Removes the activity.
Retain in In-Box- Leaves activity in Pending tab folder.
Carry Over Notes- Copies text of original activity's notes into re ply.
When you finish selecting any of the above options, select the Reply button .
Complete- Complete the highlighted activity and remove it from the listing.
Eile It- Complete th e selected GOLDMINE or Internet e-mail and file it in

history.
© 2000 Vertical Marketing, Inc .

91
Chapter 6 - Activity Listings GOLDMINE 5.0
Options- Select one of the following:
Date Range, Activities , User- Select the options which correspond to
the information you wish to see displayed.
View - Select one of the following:

Detailed View- Displays the details of the highlighted activity in the
lower portion of th e Activity Li st.
Sync Reco rd- Displays the contact linked to the highl ighted activity
as the active Contact Record.
Show Contact/Show Company- Ch anges the display in the Contact
colu mn .
Lin.!s.- Links the selected activity to the active contact record. You can
also use this option to link the selected activity to a different contact
record ..
Roll-over- Forward only the displayed activities to another date or

another user. Activities scheduled fo r all future dates will be forwarded to
the same date. To forward only selected activities, use the f ilter option.
filter - Display the Activity Filter dialog box. Use the mouse or keyboard
to move throu gh the selections. Select OK to apply the selecti ons to the
Activity Li st. Th e list will display only selections which meet your criteria.
Fl nd- Finds contact records which meet th e selected criteri a.
l
find what: tabl~ Find.t!_ext
..- Direction - - - - - - ; !;;ancel

r Search bidden fields .Ir
r Match Y:thole words I J.!p I Top
r Match Ca1e
r. Qown I ~ottom
L _ _ __ _ _ _ _ _ _ _ ___j
I
Oy tput to - Outputs all displayed data to the selected sou rce.

GOLDMINE 5.0 Chapter 6 -Activity Listings
Delete - Deletes th e highlighted activity without completing it.
Edit- Edits the highlighted activity. Th is command alters the date/ti me sta mp to
the cu rrent time and will affect synchronization procedures if used to view the
activity.
The following option is found on folders conta ining completed activities:
Analyze- Displays a statistical wi ndow showing a breakdown of scheduled and

completed activities for selected users and date range. Use your mouse or
keyboard to make selections and select Analyze to display the results.
Statistical Analysis of Completed Activities E1

GoldMine tracks completed activities for a single user or group of users to provide useful
insight into the performance of users in your organization. Enter the analysis ranges below.
~ .O.nalyze Users Phone Calls Analysis Activities Analysis ------,
l
;
NICI Calls: 14 :55:00 Total Calls: 17
Outgoing: 2 :16:00 Msgs Taken: 986
Incoming: 1 :12:00
Appointments: 97
Msgs Rtnd: 0 0:00
I Total: 17 1:23:00
Actions:
Forms:
53
0
Sales: 8
Average Call: 4:52
_:j To·dos: 5
Successful Calls: 17 1 00.0% Others: 139
-
Select .!J.ser(s) I Unsuccessful:
- - - - -- -- ----' L _ _ _ _ _ _ _ _ _ ___, ' - - - - - - --
0 0.0% 1
Total: 1.305
r .O.nalysis Range : - Sales Analysis

1 I
0
f rom Date: jOl/01/ 2000 I! I Closed Sales: $1 5.1 77.00 (1 00.0%) [8 sales (1 00.0%))
I lo Date: jD3/19/2000 0
Lost Sales: 0 I
I
I Average Sale: $1.897.00

__.I !
. Acti~ity Cd: I
__E_r_in_t
Average Call: $892.DO
Besult Cd: %of Calls Closed: 47.06%
© 2000 Vertical Marketing , Inc.

93
Chapte r 6 ·Activit y Listings GOLDMINE 5.0
Pending Tab
1. Select the Pending tab to view a column listing of all scheduled activities, for all
users , fo r the active contact record .
Summary\ Fields \ Notes \Contacts\ Details \RefeJJals\ Pending\ History \ Links \ \ \ • ~I

Activity IDate I Time I User ICode IReference
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2. Display the local menu to Edit, Complete, or Zoom the details of the highlighted
activity.
Zoom - Displays the details of the activity without altering the time/date stamp.
Read - Read the selected e-ma il message.
Ei le It- Moves the sel ected e-mail message to history.
~chedule- Schedules an activity for the active contact record.
Options - Defines a filter to display only selected pend ing activities.
Flnd - Defines a text string to search for amon g the displayed acti vities.
Output to - Output the displayed activtiies to another application .

Graphical Calendar Display
The graphical Calendar displays schedule-related information in seven fo lders. Using

the folders, yo u can schedu le, view, ed it, or complete pending activities and track user
activity and whereabouts.
@b j 1. Select View ... Calendar from the Main Menu bar or click on the View
Calendar icon to view a graphical display of scheduled activities.
2. By default the Day folder is displayed showing all pending activities scheduled
for today's date.
·~Nici's calendar- Mar 15. 2000 llliJ£1

0 Qay ItJ Yteek I 12) Month I fQ I:ear I c§!. .Eianner I "!: I
Qutline ~ Pegl!oard I
~ Wednesday. March 15. 2000 ].!ser: jNI CI
• • March 2000
SMTW TF S
::.:· ~8 2'3 1 2 3 4
5 6 7 8 9 10 11
12 13 14 1:(;1 16 17 18
20 21 22 23 24 25
26 27 28 29 30 31 1
2 J ~ 5 6 1 u
Task Pt Code I
C. To·do 9
0 To·do 9
0 To-do 9
3. Click on a tab , use your E:l3 or (ctrt l +letter keys to move between folders.
4. With the mouse pointer on an activity, right click or press the ( space bar l to open
local menus which allow you to view, edit, delete, or complete the highlighted
activities.
5. Select Options ...Go to Contact from th e local menu to open the high lighted
activity's contact record.
6. Select Schedule from the local menu to schedule an activity for the active
co ntact record.

95
7. Use the VCR controls, or double-click a highlighted date on the calendar inset to
change the displayed date range.
8. Resize the display windows by using you r mouse to drag the dividing bars.
9. Click the down arrow beside the User field , or select User(s) from the local
menu to display the scheduled activities of another user.
10. Press ~ + ·. or use the window icons in the upper right corner of the dialog box to
close.
-lEJ The scheduled date and time of all activities is what determines where and
how it is displayed on the Calendar folders. On the Day folder, time
specific activities such as Appointments, Calls, Next Actions, Messages ·
and Other Actions scheduled without a time, as well as To-Dos and
Forecasted Sales are displayed as timeless activities in the section below
the graphical calendar display. On other views, timeless activities are
displayed after activities scheduled for a specific time.

Calendar Local Menus
All folders on the Calendar have a local menu. To open a local menu:
• Press ( space bar )

• Place the mouse pointer in the tab display window and click the
right mouse button
0 Qay IEJ Y!eek I[]£] Month I [9 ~ear I ~ flanner I "ig Qulline I ~ Peg ~card I
~ Wednesday. March 15. 2000 l,!ser: jNICI iJ_j
3 • • March 2000
PM SMTWTFS
27 2':; ::s 1 2 3 4
4 5 6 7 8 9 10 11
PM 12 13 14 16 17
20 21 22 23 24
rn 1s
25
5 Zoom .. 26 27 28 29 30 31 1
PM :30 E:e;::::l . 2 3 4 5 6 7 8
6 :00
.Complete ...
PM :30 Task
:00 Rep!y... D To·do
:30
Ioday
D To·do 9
:00 D To·do 9
B ~ri'liR 11ar'lill~ rwa bir ___ _g~-~~-~-~:.·.·_:_ ___ ~~~
l,!ser(s) ...
6ctivities...
Qptions
............................................................................. - - - - - - - 1
11 Qel ete ...
PM :30
Edit.
The menu options may differ depending on the tab selected, but all options on a tab
operate on the activities on the window. Commands may include
Schedule- Displays a dialog box to schedule an activity. You ·may also

schedule an activity by dragging a contact from the Contact Listing and dropping
it on the Calendar.
z;oom - Displays all the information about the highlighted activity
Read- Displays a dialog box to read and handle an e-mail message.
Ioday- Moves the highlight from the current location to the same time slot on
today's date.
Go to Date- Moves the highlight from the current location to the same time slot
on the selected date.

97
User(s)- Displays the activities of another user or user group.
Activities -Allows you to choose which open OR closed activities are displayed
on the calendar.. From the £:fanner folder you can select multiple users or user
groups.
Options
Sync Contact- Displays the record linked to the selected activity, behind
the calendar wi ndow.
Go to Contact- Displays the record linked to the selected activity in front
of the calendar.
Show Work Days Only- Displays only the work days selected on the
Calendar folder of the Preferences window.
Preferences- Displays the Calendar folder of the Preferences window.
The following options appear only in the Day, Week, Month, and Outline folders :
Complete- Removes the selected activity from the calendar and store it in
history.
Reply- Displays a dialog box to formu late a reply to the selected activity via e-
mail. You may select to File, Delete , or Retain the scheduled activity
Delete- Deletes the highlighted activity.
Edit- Displays the highlighted activity for editing.

Planner Folder
The E.lanner folder displays a colored bar for each user representing the time reserved
for their scheduled activities.
Uses for this folder include:

Spreading activities among several employees responsi bl e for the same job
Determining available appointment time slots for professional offices
Determining the availability of a resource (the resource can be a User)
1. Select View ... Calendar from the Main Menu bar or cl ick on the View Your
Calendar icon .
2. Click on the Planner folder, use your 8 3 or (ctrJ ) + -:-- key to open the fold er.
~Nici's Calendar- Feb 17.2000 llliJEI
• Beniam~1 D Deepti IEJ N1c1
3. Select the grey button beside the User field to add or delete the users whose
activities will be represented as colored bars on the display. The color key is
displayed alphabeti cally along the bottom of the window.
3. To sched ule an activity for a specific time slot, highlight the time slot and right
click , or press the ( space bar I to open the local menu .
4. To edit the activity, double click the colored bar.
5. Use the VCR controls to change th e displayed date range .

99
Chapter 6 ·Activity Listings GOLDM/NE 5.0
Outline Folder
The Outline folder displays scheduled activities in a hierarchical structure, similar to an

outline. The outline levels correspond to the Y.ear, Month, and Day folders, and are
represented by an icon.
1. Select View ... Calendar from the Main Menu bar or click on the View Calendar
icon.
2. Click on the Outline folder, use your El3 or [Ctrl) + key to open the folder. c_
Any date that contains an activity is displayed in a different color on the calendar
inset and a CB to the left of the date on the outline display
~Nici"s Calendar- Mar 15.2000 lllil£1

0 Q<!ly I EJ ~eek I (illj Month I ~ Xe<!!r I c§l. Elanner ·:: Qut6ne I~ Peg ~card I
~ Wednesday. March 15. 2000
U 10 · Friday • • • March 2000

S M T W T F
0 11 ·Saturday ~., ?: ?S 1 2 3 4
0 12 · Sunday 5 6 7 8 9 10 11
0 13 · Monday 12 13
20
14rn 16
21 22 23
17
24
18
25
0 14 · Tuesday 26 27 28 29 30 31 1
:=: 0 15 ·Wednesday 2 3 ~ 5 6 7 8
\?;. 4:00p· Darsy E Duck: Confirm Appt T<!!Sk Pt Code I
~ 7:30p Kennedy Center Subscription Olflce Wit
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[l To·do 9
0 16 · Thursday C: To·do 9
0 17 · Friday C: To·do 9
Q 18 · Saturday
C 19 · Sunday
.!. 0 20 · Monday
:!. 0 21 · Tuesday
.!. 0 22 ·Wednesday
::±. 0 23 · Thursday
:£ 0 24 · Friday
n "')!::;. c ..........l ... ..
3. Select Options ... fxpand All from the local menu , click the CB box, or double-
click the icon to the left of the entry to open the level and view scheduled
acti vities for that date or time period .
4. Use the VCR controls, or double-click a highlighted date on the calendar inset to
change the displayed date range .
5. Resize the display windows by using your mouse to drag the dividing bars.
6. Click the down arrow beside the User field , or select User from the local menu to
display the scheduled activities of another user.

Peg Board Folder
The Peg Board folder tracks the network login status and activity of individual
GOLDMINE network users, and system availability. GOLDMINE refreshes the display
each minute.
Users Peg Board L .. : .- 'r: ~;~·., .- ·_- . _.,_. •. Blilm

0 Qay I EJ ':t[eek I 0 I
Month I~ Year r§J. e lanner I ·:: Qutline ~ Peg~oard I
1 User IMctivity I
User I
In/Out Last Log In/Out ...
~~~,_2P~,-2l2 ,~1h___l Whereabouts [back at]
Benjamin a 12·23am 10/ 18/1998:...._ _ _ _ _ _ _ _----,-------------~
Oansdo~ __ ~- -~ 2) 4P.m 0~?1120001 __ ____ ---·--·- _________ _ .[__ --- --------------------- --- ____
r:::O:-=:av:..::id,_+- •- :--..:::.
6:4,:.1c<:::
Pm.:....:::03/1 9/2000' On the road [Mon. Mar 20]
Goldsync e 4:24am 09/27/1998
-------------- -
Greg _ ~ ~~ 4§Em 0~/~~!!999. ______ -------- ____ _!- ________ _ ------------ - -- - - - __
Hank e 1:55am 10/18/1998___ · - - - ___ __:_ _ _ _ __
Master _ ~~3pm Q_~/18/~QQQ.__ - - - - - - - - - + - - - - - - - - - - - -
Mike 0 4 27am 09/ 27/1998
Nici
.... -- -·- -- ___ ., - --··----------·---
---- -- -
~- _2~prn 0}1~12000_______________ .....,.•_ _ _ _ _ _ _ _ _ _ _ _
St~ceyb ~: 42pm 01 /13}..;.:

1 9c:9~9T---------:-~Ir----------
l----l- - - - - - - - - - - - - - - _____
· ..,',---- - - - - - - - - -
- -------y--- I I
r--1- -,:-·
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----+-
-----------+--------------------
- _=t=:J ----- -------- -------
!
· ---_-_
t------i - __
-_: ------~~---- __ J_______________.!__,==~----------- ----------==
------------ '~
1 -- ------ - - -- - - - - - - - ----;
Besid e ea ch user's name are several columns that include:
In/Out- Tacks indicating current status. Red is logged out, green is logged in
and yellow is logged away.
Last Log In/Out- Last time the user logged in or out of Gold Mine.
User Inactivity- Blue bars indicate the length of time the user is inactive , based
on keyboard and mouse activity.
~tem activity icons appear in a c~~~~n to the right of the User Inactivity section.
~ Performing batch processing!.~ ~ Logged away, but still in GoldMine

,-? - -~
~ Undetermined status, but typically indicates system is hang ing or user has
terminated without logging out

10 1
Chapter 6 - Activi ty Listings GOLDMINE 5.0
Whereabouts- Notes posted by the user, using the .hog Away local menu
option. Specifies information regarding user's location and expected return.
The local menu offers option s to:
Refresh - Refresh the display data now. By default the data refreshes each
minute.
User(s)- Add , or remove users from th e display .
.hog Away- Displays the I'm I'm away from my desk... £1

Away From My Desk dialog box.
!\ You can post inf01mation in the Peg Board about your planned
Information from the My L!> loc~lion and expected time of return. You can then e~her
Whereabouts fie ld is displayed in "!"inimize 01 quit GoldMine.
the Whereabouts column . You I My whereabouts:

jon the road
may .!::ogout of Gold Mine, which
c~IJ!nch r Onl;!reak r. OntheJoad r Gone ~o_=.=_
posts the time of log out in the Peg
Board or select the Wait for me l'llbebackat - - - ------·-
l EJ ~ ~ n>n ~ 1 br r. f~nio.!!.~~
1
option which minimizes GoldMine, jB 00 am
but does not log you out. You are jOJ/20/2000 r;J l.Q rrun 2 hrs r Qn Monday
I...CJ r l5rrun r 3hr£
prom pted for your password upon r 10 mrn r ~ hrs
your return. When you return, the ----- - - --- --· -- --- ·-
Whereabouts reference is J.ogoul II ~ail f01 me I !;;ancel
automatical ly cleared.
Forced Logout Now - Users with Ma ster Rights can force users to log out after
a specified number of minutes. Users can also be logged out by cl ick ing on their
green tacks.
1. Select ~ i ew ...Calendar from the Main Menu bar or click on the Vi ew You r
Calendar icon.
2. Click on the f:.eg Board folder, use yo ur EJ3 or + · key to open the fo lder.
3. Right click, or press the [ space ba r l to open the local menu .
4. Select Eile ... Log Away from the Main Menu, the Peg Board local menu or
double click your green tack to log out or away from Gold Mine. Complete the I'm
Away From My Desk dialog box to leave other users a message rega rding your
return.

Chapter 7- Completing Activities
Objectives
• Complete a scheduled activity
• Complete an unscheduled activity
• Use the Dial menu and call timer
• View completed activity history
© 2000 Vertica l Marketing , Inc. 103

Chapter 7 - Completing Activities GOLDMINE 5.0
Discussion
When the phone call has been made, or the appointment completed, it is necessary to
remove the scheduled activity from the calendar and report th e re sults. When an
activity is completed in GOLDMINE, whether scheduled or unscheduled , a notation is
made in the contact record's history. GOLDMINE's analytical capabilities make use of
th ese history records.
There are several ways to complete a sched uled activity:
• From the Complete Main Menu command

• From the Complete toolbar icon
• From one of the activity listing windows su ch as the Pending tab, the
Activity Listing, or the Graphical Calendar window
JEJ An activity does not have to be scheduled before completing it. Complete
an unscheduled activity by using the Complete Main menu command or
icon.
When an activity is completed the following actions occur automatically:
• A history record is inserted on th e contact record's History tab .

• A history re cord is inserted on th e user's completion log on the Closed tab
of the Activity List.
• If the activity was a telephone call , the Last Contact field is updated on the
Summary tab.
• If the information has cha nged, the Appointment, Next Action, Call Back
and Forecast fields are updated.
• Th e Pre v Result field is updated with the comp leted activity's Reference .

GOLDM/NE 5.0 Chapter 7 -Completing Activities
Result Codes
Activity and Result codes are three letter codes added to each scheduled or completed
activity. Activity codes are used to analyze specific sales activities or aggregate types
of activities or projects in which users are involved . Result codes display what occurred
when users complete or attempt to complete an activity. Like Activity codes, Result
codes are used to analyze specific sales activities or aggregate types of activities or
projects in which users are involved. Result codes are used in most Activity Analysis,
Sales Reporting, Grouping and Filtering functions.
Lookup windows are usually designed to show each three letter Result code, then a //
and the reference description of the activity. This assures that the user understands
the meaning of the Result code choice. Remember that information which appears
after the II is for reference only and is not entered in the field.
Each activity type contains its own set of codes. Result codes are usually used for
every completed activity.

Completing an Activity
You may complete a scheduled or unscheduled activity. Completing an activity places

an entry on the History tab and clears the scheduled activity entry from the Pending tab.
1. Display the contact with the activity you wish to clear or complete.
2. Choose one of the following methods to display the Complete an

Activity dialog box:
• Select a Complete Main Menu command
• Highlight a pending activity from any activity listing or
the graphical calendar and select Complete from the
local menu
• Click the Complete icon
3. If the activity was unscheduled , you must use the icon. Select the type of activity
to complete and click OK to display the Complete an Activity dialog box.
lJ Complete a Call Back lllil £I

Con! act: Acti~ity: .!::!ser:
!Daphne Duck ij ,N-IC-1- - - i.j
!callBack i j ..... . . . r .Priv_gte
fieference: Opportunity I froject:
!confirm appt with Donald I!J l rnone)
Code: Result: Date: Time: Duratjon: .§uccess:
IEUP EJicoM ill fo3119/2000 ill ,_;15-;:;;;.:45._p_m_EJ joo:oo:oo EJ ,.....,S- ss-fu-1-i]-,
uc-ce-
Notes:
r I
Schedule a Follo~·up: Call .QK ,Cancel

GOLDMINE 5.0 Chapter 7- Completing Activities
4. Complete all required fields in the dialog box.
Cod.§./Re.§ult- The activity and result code associated with this activity.
Duration -Amount of time spent on this activity. May be inserted by starting the
timer prior to beginning the activity. If the activity is completed when the timer is
active GOLDMINE will insert the elapsed time automatically.
Success- Indicates the activity outcome and is used in reporting.
Notes -Additional text that will appear in the ~oom display.
Schedule a Follow-up- Mark the checkbox and select the type of activity to
schedule. When this activity is completed, a Schedule dialog box is displayed to
immediately schedu le a follow-up activity.
5. Select OK to move the activity to history and exit the dialog box. Select Cancel
to quit without saving.
6. The activity will be cleared from the Pending tab, the Summary screen will be
revised, if needed , and history records for both contact and user will be updated.

Completing a Forecasted Sale
1. Complete steps 1-4 of "Completing An Activity". The Complete a Sale dialog box
is similar to all others, with the following exceptions:
Pro.Quct- The type of sale. (Use the F2 Lookup Window Data)
Amount-The sale amount. The total of the Units times Price.
Success- Select success of the sale as Closed Sale or Lost Sale .
lJComplete a Sale ;;· ~"' · : · · · _,;. · ':· · · · 11&1£1

Con! act: Sale DS!te: User:
]Daphne Duck 3 JoJ/19/ 2ooo G j NICI iJ r Priv~te
Pro.Quct: Opportunity I Eroiect:

]N ew Tails G j (none] 3
Cod~: Resujt: Unjts: P!ice: Amount: ~uccess:
fELJOG jsLD EJ ]5 J750.00 ]3.750 EJ J Closed Sale iJ

tlotes:
QK ,Cancel
2. Select OK to move the activity to history and exit the dialog box. Select Cancel
to quit without saving.
3. Th e activity will be clea red from the Pending tab, the Summary screen will be
revised, if needed, and history records for both contact and user will be updated.

GOLDMINE 5.0 Chapter 7 -Completing Activities
Using Local Menu Complete Commands
Local menu Complete commands are available on the Pending tab, the Activity Listing
and the graphical Calendar window. Open the local menu and select Complete to
complete and clear the highlighted activity. These commands complete an activity in
the same way as the Main Menu bar Complete commands.
Completing Timed Calls With the Dial Menu
·=. -.
.
t 7:.-rr._-•.
l.~... ··~
-~-
If a TAPI compliant modem is installed and configured in your computer,
GOLDMINE can dial any of the four telephone numbers on the active
contact's record. Access dialing features from the Contact...Dial Phone
command menu or the Dial Phone 1 icon on the Record tool bar.
When any command from the Dial Phone menu is selected, the call timer is started.
When the call activity is Completed, the timer is stopped and the length of the call is
recorded in the completed activity's Duration field. There are command options for both
incoming and outgoing calls.
If your computer does not have a modem, the Dial Phone menu contains a Manual
Dial command that starts the timer without activating the auto-dialer.
The Last Contact date and time fields are updated on the Summary tab whenever the
Contact...Dial Phone ... Incoming Call command is selected. The Last Attempt date
and time fields are updated when any other Contact...Dial Phone menu option is
selected.
The timer can be manually started , stopped, reset and restarted from the
Edit...Iimer command menu. Start (or restart) the timer by clicking on the
Timer icon on the Record toolbar.

Chapter 7 -Completing Activities GOLDMINE 5.0
Viewing Contact Record History
All completed activities for a contact record result in automatic date-time stamped
history records wh ich are displayed on the History tab folder in chronological order.
1. Open the contact's History tab on the contact record. Activity types include those
associated with the Pending tab as well as Msg Sent and Form (denoting a
merged document).
Summar}' \ Fields Notes \Contacts\ Details \Referrals\ Pending\ Histor}' \ Links \ \\

Date Result Reference
~~im.~·~·illl•iirG~iiii~,a~·~m,"liir:nr!~·~l~~·: Blank Thank ou Letter Z oom ...
Mar 19. 00 1 Sale 1SLD l $3.750.00 (5 units)· NewT ails
Mar 19. 00 ; Other ' ! Referral To: Novell; Needs t~e\·\1 V·Fiight Network Options •
1
Dec 14. 99 Call E:ack COt-.·1 l Saw our booth at Hoppit}' Gardens Center
Mar 7. 00 Call Back COM j Schedule Appointment Find ...
Jan 19. 00 Action COM Sent Litre Positive Reinforcement (Duckling) 0]dtput to •
1
Qelete ...
I
I
Edit...
2. Use the History tab local menu to work with history records. To open the local
menu:
• Press 1 space bar l

• Place the mouse pointer in the tab display window and cl ick the
right mouse button
Zoom - View all information on the highlighted activity, including notes. Select
Next or Prev to see the next activity on the displa y.
Read- Read selected GOLDMINE or Internet e-ma il. To copy text from a
received message into a reply , select the Read option from the E-mail tab local
menu, highlight the text and select the Reply icon.

GOLDMINE 5.0 Chapter 7 - Completing Activities
Options- Select one of the following:

Reply - Send an e-mail message to the creator of the selected activity ..
Analyze - Displays a statistical window showing a breakdown of

completed and scheduled activities for the active contact record.
Contact Record Statistics · . " . -~ ··· ·. · .·· · · £1

I Summar)! ~. j I Sch~duled Activities l I Sales Anal9sis
I Cont.:lCts: 17 ,~-~ ~ ! Appotntments: 5 I Past 30 Days: $0.00
j Details: 12 I '-<;iF II Calls: 0 I Past 90 Days: $0.00 I
1 Referrals: 4 I, 1
Sales Potn: 0 J Past 12 Mths: $36,200.00 I
· Actions: 0
Total Sales: $$4 1: 396. 86 ,1
Others: Aver age Sale: 6. 899 48

Created b.Y: NICI
Date: Oct 2, 95 Total: 6 L __ _ _ _ Fo_r~_
-c_a_st_
ed_:_____$~
Time: 5:52pm
Completed Activities Phone Calls Analysis --------,
Last update: NICI Appointments: 113 Calls: 2 18:00
Date: Jan 29, 00 Actions: 27 Outgoing: 3 54:00
Time: 12:03pm Sales: 6 Incoming: 2:00:00
Forms: Msgs Rtnd: 1 0:00
Record No: 2.337 I
I ' Others: 126 Msgs Taken: 0
JL Total: 273 Total:
Ir::::::::::er:f6:c:::::::JI
7 3:12:00
k lose
Eilter- Display the Activity Filter dialog box. Use the mouse or keyboa rd
to move through th e selections. Select OK to apply the selections to the
History Tab The list will displ ay only selections wh ich meet your criteria.
Flnd- Finds conta ct records wh ich meet the selected criteria .
Rnd II
find what: Itab!~ Findtlext
r Search bidden fields

I Direction ,Cancel
r Match 1:,1hole words

i r Up r lop
r Match Ca1e
I r. Qown r ~ottom
© 2000 Vertical Marketing, Inc. 11 1

Oytput to- Outputs all displayed data to the selected source.
Delete - Deletes the highlighted activity without comp leting it.
Edit- Edits the highlighted activity. This command alters the date/time stamp to
the current time and will affect synchronization procedures if used to view the
activity.
Select the ~oom command to view completed activities. Edit changes the
date/time stamp and can affect synchronization.
11 2 © 2000 Vertical Marketing , Inc.

GOLDMINE 5.0 Chapter 7- Completing Activities
Viewing User's Completed Activities
I:.;:,~. I 1. To display your own history activity, or the history activity of an y

I'~ I other GOLDMINE user, select the Closed folder on the Activity
Listing .
• Nici's Completed Phone Calls (All Dates) . . ·,, :: .· •Iiiii

(,);1] Qpen I fi .6.jarrned j ~ ~-mail I @!} D!!t·Box J ~ .Calls J ~ 8,ppts I "Be Eyents I ~ forecasts
~Actions I ~· Otbers I 0 Io·do ~ Clo,l'ed j E9 Fjled I Q) Beal-Time
Date Contact Reference

Nov 24. 99 I Gary Ware BCC BIL
IUll't-lt:gw Richard Saw er lii!!I lillll
Dec 8. 99 Mike Fowler BCC · LM 1 re: Software updgrade ·
loom ...
Dec 21. 99
1·
Larry Twersky COM 1 re: Crystal Reports

-------
' BCC
Dec 22. 99 : Heather Kim NBC COM please phone Repjy...
Dec 22. 99 ' Pat Chapman C6.N She wants to know a local trainer/design• Qptions
Dec 23. 99 1Christina Enriquez COM i email a SANT price list --------·----
Dec 29. 99 rl Edwin Gonzalez ' ADC I RNF ' VMl To Back·Up Hanley-Wood System. ~ 8nalyze ...
_j
Jan 18. 00 Lyndon Grey I
: ADC 1cm-1 Outstanding Payment for SW
Jan 24. 00 i Jennifer Palmer , .ll.DC C6.N 1 Need to upgrade their software Find ..
Jan 24. 00 ! STAMP PAGES I PRC COM Order Stamp Pages/Update Credit Card
Jan 24. 00 j MISTRETTA POSTER PRC COM Mistretta POSTER Ogtputto
Feb 1, 00 I Bob Moore 1
ADC C6.N j Bob said call him & Felix in 2 weeks.
Feb 3. 00 i Cecelia Bell ADC : coM : Called; Return Call re Admin Issues Qelete...
I ' Edit...
Creation: Nici; Nov 24, 99 at 11 :48pm @@Called him in Reno· called G. Harouff in Vegas ..:J
Updated: Nici; Dec 8. 99 at 12:00am
He has done nothing to prepare. Does not consider himself responsible for Visionary
Contact Richard Sawyer Hiring a new person for next week. Says he doesn't have time. Didn't understand
Company: Skipco Inc. any instructions given. Says poor time of year to implement system.
Phone [702)878·9771 E~t: 81 07
2. Use the local menu to cha nge the type of activity displayed in the browse window
or Zoom on the details.
Zoom -View all information on the highlighted activity, including notes. Select
Next or Prev to see the next activity on the display.
Read - Read selected GOLDMINE or Internet e-mail. To copy text from a

received message in to a reply, select the Read option from the E-mail tab local
menu, highlight th e text and select the Reply icon.

Chapter 7- Completing Activities GOLDMINE 5.0
Reply - Send a repl y to the creator of the selected activity.
Complete - Complete the highlighted activity and remove it from the listing.
Options- Select one of the fol lowing:

Date Range, Activities , User- Select the options which correspond to
the information yo u wish to see displa yed .
View- Select one of the following :

Detailed View- Di splays the details of th e highlighted activity in the
lower portion of the Activity List.
Sync Record - Displays the contact linked to the highlighted activity
as the active Contact Record.
Show Contact/Show Company- Changes the display in the Contact
column.
Link- Links the selected activity to the active contact record . You can
also use th is option to link the selected activity to a different contact
record ..
Eilter- Display the Activity Filter dialog box. Use the mouse or keyboard
to move through the selections. Select OK to apply the selections to the
Activity List. Th e list will display only selections wh ich meet your criteria .
Analyze - Displays a statistical window showing a breakdown of completed and

scheduled activities for selected users and date range . Use your mouse or
keyboard to make selections and select Analyze to display the results.
Flnd- Finds contact records which meet th e selected criteria.
And II
f ind what: Itabid Find[iext
r Search bidden fields r- Direction - - - - - , , !;;ancel
r Match !i:!hole words J r 1!P r l op .

r Match ca~e
. r. Q.own r fl.ottom 1
11 4 © 2000 Vertical Marketing, Inc.

GOLDMINE 5.0 Chapter 7 -Completing Activities
Oytput to - Outputs all displayed data to the selected source.
Delete - Deletes the highlighted activity w ithout completing it.
Edit- Edits the highlighted activity. This command alters the date/time stamp to
the current time and will affect synchronization procedures if used to view the
activity.
3. Press ·,~ + ~ or use the window icons in the upper right corner of the dialog box to
close.

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Sales & Marketing~

User Training Manual

Copyright© Vertical Marketing 2001 .

Quick Start Training Manual

Large type is used for chapter and section headings.

Underlined text is used for subsection headings.

© 2000 Vertical Marketing, Inc. xi

To make a menu selection:

To select or deselect a radio button or checkbox:

• Click in the button or checkbox

To select a command button:

To enter information in a field:

• Press ~ + letter. Type a value, or press lf!l for a lookup window.

To move to the next window in a Wizard:

• Press I • 1 I when Next> or Back> is highlighted

xii C> 2000 Vertical Marketing, Inc.

About This Manual

© 2000 Vertical Marketing, Inc. xiii

Chapter 1 - Introduction to Screens & Menus............................................................................................ 1

C 2000 Vertical Marketing, Inc. XV

Chapter 4 - Querying the Contact Database ............................................................................................. 59

Chapter 5 - Scheduling Contact Activities ................................................................................................. 67

xvi © 2000 Vertical Marketing, Inc.

Chapter 6 - Activity Listings....................................................................................................................... 67

Chapter 7 - Completing Activities ............................................................................................................ 103

Appendix A Copyright and Trademarks ................................................................................................... 115

@ 1998 Vertical Marketing, Inc. xvii

• Utilize GOLDMINE for increased productivity

• Start the GOLDMINE program

• Understand screen layout

• Select menu options

• Get help from GOLDMINE

• Exit the GOLDMINE program

© 2000 Vertical Marketing, Inc. 1

2 © 2000 Vertical Marketing, Inc.

·Ability to create an unlimited number of contacts.

• Quick menu or icon selection and ~lookup window data lists.

• Scheduling of multiple activities for each account.

• Task and calendar listings to keep on top of scheduled activities.

• Virtually unlimited (64K) free-form note entry for each contact.

• Automatic alarms which act as reminders of scheduled activities.

• Easily generated reports reflecting past, present, and future activities.

• Built-in statistical and graphical activity analysis functions.

• Telemarketing, branching, and topic scripts.

• Automatic scheduled "touches" to keep in contact with prospects and

• Built-in project management tools to effectively manage multiple projects per

• Complete Internet integration.

© 2000 Vertical Marketing. Inc. 3

1. Locate the GOLDM/NE icon on your desktop. Double click on the

2. Type Username and e.assword, if any, and select OK or press I • 'L

Itffil GOLDMINE is NOT case sensitive.!

Gold Mine® 5.0

This p10duct is hcensed to

4 © 2000 Vertical Marketing, Inc.

The Main Work Area

GOLDM/NE's main work area is divided into three parts:

• Daphne Duck 111;1£1

© 2000 Vertical Marketing, Inc. 5

GOLDMINE main windows include:

Contact Record- Information centered around the contact.

Calendar- Activity information for all contact records displayed on a graphical

Filters and Groups - User defined groups of contact records.

Rolodex • User's personal telephone list.