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License Agreement
GoldMine Software Product: GoldMine ® 5.0
General .......................................................................................................................................... 67
For procedures and technical information about setting up the GoldMine remote
synchronization enhancement GoldSync, see the GoldSync Administrator’s Guide.
This guide is available exclusively as a .PDF file at the GoldMine Web site at
http://www.goldmine.com.
Print Conventions
Print conventions used throughout this manual provide a consistent way of
representing screen displays, command entries, and keyboard characters viewed
while working with GoldMine.
Screen Menu items, dialog boxes, and field names are printed in a bold typeface similar
Items to the typeface displayed in GoldMine onscreen displays. For example, the
option to toggle the status bar display appears in print as Status Bar. In general,
any text that appears on the screen is printed to look like the screen display.
Command Commands or other keystroke strings entered by the user are printed in a
Entries monospaced typeface that shows exact spacing between terms.
Online or print references are listed to provide additional information for topics.
Cautions appear before procedures or other directions that can cause equipment
or data damage if not followed exactly as written.
Select refers to executing commands that are available either as menu options, or
as command buttons in a dialog box. For example, “select OK” indicates that you
must click the OK button with the mouse. Select also refers to making a choice
among available items from a browse window, drop-down list, radio buttons,
etc.
Steps that involve two or more selections from a menu may be presented as a
combination selection; that is, the menu options are presented in sequence,
divided by |. For example, when you read
select File on the Main Menu to display a drop-down list, from which you can
select Synchronize, then Copy/Move Records.
Performing
an action
described in
a procedure
From the File menu, select Synchronize,
then select Copy/Move Records.
Mouse Conventions
& If you use a multiple-button mouse with GoldMine, the left mouse button is
configured as the primary mouse button. The right mouse button serves as the
secondary button.
The following terms describe mouse actions referenced throughout this manual.
Point Position the mouse pointer until the tip of the pointer rests on the desired area
of input on the screen, such as an option on a pull-down menu.
Click Press and immediately release the left mouse button without moving the mouse.
Right-click Press then immediately release the right mouse button without moving the
mouse.
Drag Click and hold the left mouse button while moving the mouse pointer.
Notice that several employees access the same customer information at the same
time, and, in some cases, these individuals work in locations that do not allow
direct access to the office. The remote staff, such as the outside sales
representatives and field technicians, need access to the same information that is
available to inside ABC Company staff. This distributed staff requires an
effective means of communicating with each other about the company’s
prospects and customers. To share critical account information, they must be able
to transfer this contact data between the office staff and the mobile staff.
Customer
information
Transfer set
GoldMine
system
The transfer set does not contain every change ever made to a GoldMine
database. Included records start with the most recently made changes and go
back only far enough to include those changes made to the database since a
specified cutoff date.
What effect does incorporating the transfer set have on the retrieving GoldMine
system’s database? Since the transfer set contains only those records from the
originating GoldMine system’s database modified within a specified time frame,
only those changed records will be updated on the GoldMine system that
retrieves the transfer set. Therefore, if the sending GoldMine system contains
changes made prior to the beginning date of the transfer set, those differences will
remain in that system’s database after remote synchronization.
The Account Number field can uniquely identify the entire contact record,
including all of the additional contacts, calendar activities, and linked documents
attached to it, but it cannot uniquely identify these attached records. Since each
contact record can have many other records attached to it, the remote
synchronization function must be able to positively identify a related record by
the corresponding record in the transfer set. For accurate identification,
GoldMine assigns a unique record ID number to each record.
Since every GoldMine record has a record ID to uniquely identify itself in the
contact databases, the Account Number is not used by the synchronization process
for record identification. It is possible for two records that contain identical data
to be considered different records by GoldMine during the remote
synchronization process. A record residing on a remote GoldMine system is
considered a match to a record residing on another GoldMine system only if the
creation of both records can be traced back to a single, common GoldMine
system.
That afternoon, while Cathy, the service dispatcher in the home office
was reviewing the next day’s service schedule she came across the record
for XYZ Company. Because this was the third service call in a month,
Cathy changed the user-defined field priority to “High.”
That evening, Sam synchronized his database with the home office. The
next day, he reviewed the contact record in preparation for his departure
to the customer site. He noted the new address. He also left fifteen
minutes early, just to be sure he would get there on time, since a “High
Priority” customer was waiting.
Contact Records Each contact record exported into the transfer set is matched with a contact
record in the GoldMine contact database by record ID. If a record with an ID
that matches the ID of the record in the transfer set cannot be found, a new
contact record is created in the contact database. The contact record in the
transfer set, and all of the related records in the transfer set, are copied into the
new contact record.
If a matching contact record is found in the database, the transaction log entry
for each field in the contact record in the contact database is compared with the
transaction log entry of the corresponding field in the record in the transfer set.
If the field in the transfer set contains more recent information, then that
information is copied into the field in the contact record.
New entries in the Notes field of the contact record in the transfer set are
inserted into the appropriate position on the Notes field in the retrieving system.
Existing note entries are not updated. GoldMine synchronizes only notes
entered using either the Main Menu command Edit|Insert a Note, or b-I.
Supplementary Each additional contact, profile, referral, linked document, or archived note
Records record exported into the transfer set is matched with a supplementary record in
the contact database by record ID. If a record with the ID that matches the ID of
the supplementary record in the transfer set cannot be located, a new
supplementary record is created. The information from the supplementary
record in the transfer set is copied into the record in the contact database.
If a matching contact record is found in the contact database, the transaction log
entry for each field in the supplemental record in the contact database is
compared with the transaction log entry of the corresponding field in the
supplemental record in the transfer set. If the field in the transfer set contains
more recent information, then that information is copied into the field in the
record.
History Records For each history record exported into the transfer set, a search is performed in
the Calendar file for the corresponding pending activity. GoldMine then deletes
this Calendar record. GoldMine then attempts to locate a history record in the
contact database with a matching record ID. If a matching history record is not
found, a new history record is created, and the information from the history
record in the transfer set is copied into it.
If a matching history record is found, and the last update date and time of the
record in the transfer set is more recent than the record in the contact database,
GoldMine updates the changed fields on the record in the contact database with
the information in the transfer set.
Personal “In-person” data transfer is probably the oldest and cheapest way to move files
Delivery from one computer to another. No special hardware or software is required.
However, the two computers involved in the transfer must be within walking
distance from one another. All you need to do is copy the files you want to
move onto a floppy disk, and walk them over to the receiving computer.
If the two computers are too far way to make walking between them practical,
you might want to experiment with delivery by “snail mail” or private delivery
systems.
If the remote GoldMine system can be connected to the host GoldMine system
through a local area network, then remote synchronization can be performed
using the host’s hard disk as a temporary storage area for the transfer set. This
function is most often used to synchronize a remote notebook computer that is
equipped with a “pocket” LAN adapter, and can log into the network.
Via Modem If your computers are equipped with modems, you can send the transfer set
from one GoldMine system to another through telephone lines using the Sync
with another GoldMine Site command—see “Synchronizing with a Remote Site” on
page 13.
Internet GoldMine can send a transfer set via the Internet by either of the following
(E-mail or Direct) methods:
• Direct connection via their Internet Service Providers (ISPs) by the
sending and retrieving GoldMine systems
or
• Attachment to Internet e-mail can be sent to any valid Internet address
See “Synchronizing with a Remote Site” on page 13.
GoldSync All of the methods described above require manual creation and retrieval of the
Gateway transfer set to complete the remote synchronization. With careful planning and
implementation, synchronization can be automated to varying degrees using
these transport methods—but there is a better way. The GoldSync ™ remote
synchronization gateway is a value-added product for GoldMine that
automates the process for synchronizing remote GoldMine systems over a
LAN/WAN, Internet, shared directories, or standard telephone lines. GoldSync
has the capability to connect to a remote GoldMine system, or wait for a remote
system to connect, then automatically synchronize both the remote and host
GoldMine systems.
remote user
GoldSync
server
GoldSync
Manager
remote user
GoldSync
server
file server
GoldSync
server
Using multiple GoldSync servers, gateways that support from 1–100 telephone
lines can be implemented. Support for dedicated incoming, dedicated outgoing,
or incoming/outgoing lines is included.
Remote GoldMine users need only set their systems for automatic
synchronization, and at a predetermined time, their GoldMine systems will call
the synchronization gateway, upload a transfer set, and/or download a transfer
set from a host system, and then automatically disconnect. After disconnecting
the telephone line, both the host system and the remote systems automatically
retrieve each other’s transfer sets. If it is impractical for the remote user to call the
gateway, the gateway can be set up to call the remote user.
To create a transfer set limited to a specific set of records, activate a filter on the
contact database prior to creating the transfer set. GoldMine includes only those
records that match the filter expression in the transfer set.
If any duplicate contact information is shared by the contact sets that you want to
synchronize, then you must consolidate all of the contact sets into a master
contact set, and either delete or merge duplicate records using the Merge/Purge
Wizard—see “Consolidating Duplicate Records” in Maintaining GoldMine 5.0.
Typically, you will not want duplicate records in the resulting master contact set.
If the contact sets are not combined, GoldMine considers the duplicate records on
all the other systems to be different records. When the GoldMine systems
containing these duplicate records are synchronized, each database received a
copy of the other system’s duplicate record, rather than an update of the existing
record.
From the Main Menu, select File|Open Database. The Contact Set Databases dialog
box appears—for details about the information display and options, see
“Working with a Contact Database” in Maintaining GoldMine 5.0.
To create a contact set, select New in the Contact Set Databases dialog box.
GoldMine’s Database Wizard appears—see “Creating a Database File” in Maintaining
GoldMine 5.0.
Once you have created a new contact set, you must open the file from which you
want to copy or move records; that is, the source contact set. Open the contact set
from the Contact Set Databases dialog box. You can copy or move all of the contact
records into the target contact set.
Transfer Records
between
Contact Sets
dialog box
The Copy/Move Records Between Contact Sets dialog box contains the following
options:
Select Target Selects the contact set that you have designated as the target contact set.
Contact Set GoldMine copies records from the currently open contact set into this contact
set.
Record Selection Specify the records that you want to transfer from:
• Current Record: selects only the active contact.
If you select Move Records, be sure to use GoldMine’s Maintenance Wizard to index
and rebuild your files—see “Indexing and Rebuilding Files” in Maintaining
GoldMine 5.0.
Go Starts copying or moving records. The GoldMine Process Monitor appears to show
the status of the file transfer in progress.
Cancel Closes the Transfer Records Between Contact Sets dialog box without transferring
records.
To stop the transfer at any time, you can select the transfer process in the
GoldMine Process Monitor, then select .
For each contact set that you want to merge into the master contact set, repeat the
process of opening the contact set, then copy records into the master contact set.
Once all of the remote contact sets have been transferred into the master contact
sets, you can begin deleting duplicate contact records in the master contact
database. If there is a large number of duplicate records, or if you want to merge
History or supplemental information from the duplicate records, use GoldMine’s
Merge/Purge Wizard—see “Consolidating Duplicate Records” in Maintaining
GoldMine 5.0.
Using GoldMine 5.0, you can synchronize with another remote GoldMine system
via modem, direct Internet connection, Internet e-mail, Wide Area Network
(WAN) or Remote Access Server (RAS). GoldMine can call a remote GoldMine or
GoldSync system, or wait for a remote GoldMine system to call, establish a
connection, and perform the synchronization by transferring data across the
selected carrier. You can also define settings “offline” to create a transfer set, or
retrieve a transfer set. You can save settings in a profile for use in future
synchronization sessions.
Using the GoldMine Synchronization Wizard, you can easily specify all of the settings
needed to synchronize with another site. You can synchronize data in one
direction to send a new lead to a salesperson while he is still on the phone. You
can also synchronize bidirectionally to allow a traveling salesperson to exchange
data with the home office.
GoldMine
Synchronization
Wizard
The first dialog box of the Synchronization Wizard contains the following options:
Start a new Allows you to define settings for a synchronization session that you can save for
session future use, or use just once—see “Defining Session Settings” on page 15.
Sync using the Synchronizes according to the settings already defined in a profile selected from
settings of a the drop-down list—see Use the following profile settings below.
Sync Profile
Sync using the Synchronizes according to the previously defined settings for the site selected
settings of a from the drop-down list—see Use the following site settings on the following page.
GoldSync Site The site settings are defined in the GoldSync Manager. GoldMine uses only the
send and retrieve options for the selected site configuration.
Use the following Specifies the synchronization profile to be used during the current session. This
profile settings option is available only if you select Sync using the settings of a Sync Profile.
Use the following Specifies the synchronization profile to be used during the current session. This
site settings option is available only if you select Sync using the settings of a Sync Profile or Sync
using the settings of a GoldSync Site.
You can delete a synchronization profile selected from the drop-down list. To
delete a selected profile, press c.
A prompt asks:
Delete sync profile [name]
To delete the profile, select Yes.
14 Synchronizing with GoldMine 5.0
If you selected either Sync using the settings of a Sync Profile or Sync using the settings
of a GoldSync Site, you can select Finish to synchronize according to existing
settings. The GoldMine Process Monitor appears. Go to “Monitoring
Synchronization” on page 64.
However, to check or change any existing settings, you can also continue through
the GoldMine Synchronization Wizard. To Start a new session, or to change existing
settings for the other two options, continue with “Defining Session Settings.”
GoldMine
Synchronization
Wizard
The second Synchronization Wizard dialog box contains the following options:
Connection To specify the connection mode, select one of the following options from the
Method drop-down list:
• Modem: transfers data across telephone lines.
• Network: connects to the GoldMine or GoldSync system through the
specified GoldMine directory of a system that is across a Local Area
Network (LAN), Wide Area Network (WAN), or a Remote Access Server
(RAS).
• Internet: sends the transfer set across the Internet by connecting to a
computer with a specified IP address.
Answer an Sets GoldMine to wait for an incoming connection from another GoldMine or
incoming GoldSync system. When the outside system makes contact, GoldMine accepts
connection the connection, establishes a conversation with the remote system, and begins
transferring data.
Send a transfer Allows you to enter the address and other information necessary to send a
set to remote transfer set as an attachment to Internet e-mail.
by E-mail
Create a Allows you to define the types of updated data to be placed in the transfer set
transfer set and the location of the transfer set. GoldMine does not attempt to contact
another GoldMine or GoldSync system.
Retrieve a Allows you to specify the location where GoldMine can find the transfer set,
transfer set and the types of updated data to be retrieved from a transfer set. GoldMine
does not attempt to contact another GoldMine or GoldSync system.
If you selected Connect to remote, go to the section appropriate for your selected
connection method as listed below:
If you selected Send a transfer set to remote by E-mail, go to “Defining Options for
Synchronizing via Internet E-mail” on page 24.
If you selected Create a transfer set, go to “Creating a Transfer Set” on page 25.
Wait for an
Incoming
Connection
dialog box
The Wait for an Incoming Connection dialog box contains the following options:
Send changed By default, GoldMine waits for another GoldMine or GoldSync system to call.
data to remote When the other system calls, GoldMine answers the call, establishes a
connection with the remote system, and begins transferring data.
To set options for sending a transfer set, see “Setting Transfer Set Send Options”
on page 27.
Retrieve GoldMine retrieves and processes a transfer set containing data from the remote
changed data GoldMine or GoldSync system.
from remote
To set options for retrieving a transfer set, see “Defining Retrieval Options” on
page 33.
If ready to start creating the transfer set, select Finish. The GoldMine Process Monitor
displays the progress of transfer set creation and/or synchronization. Go to
“Monitoring Synchronization” on page 64.
If you need to define other criteria, select Next>. The Transfer Set Send Options
dialog box appears. Continue with “Setting Transfer Set Send Options” on
page 27.
Connect/Send
E-mail to
Remote
dialog box
(modem)
The Connect/Send E-mail to Remote dialog box contains the following options:
Send changed GoldMine initiates the call, establishes a connection with the remote system, and
data to remote begins transferring data.
To set options for sending a transfer set, see “Setting Transfer Set Send Options”
on page 27.
Remote’s phone Telephone number that GoldMine must dial to reach the remote system.
number
If all other criteria for creating the transfer set have been defined, select Finish to
start creating the transfer set. The GoldMine Process Monitor displays the progress
of transfer set creation and/or synchronization. Go to “Monitoring
Synchronization” on page 64.
If you need to define other criteria, select Next>. The Transfer Set Send Options
dialog box appears. Continue with “Setting Transfer Set Send Options” on
page 27.
Connect/Send
E-mail to
Remote
dialog box
(network)
The Connect/Send E-mail to Remote dialog box contains the following options:
Send changed GoldMine initiates the connection to the remote system, and begins transferring
data to remote data.
To set options for sending a transfer set, see “Setting Transfer Set Send Options”
on page 27.
Remote’s Specifies the path to the GoldMine system files on the remote system.
GoldMine path
If all other criteria for creating the transfer set have been defined, select Finish to
start creating the transfer set. The GoldMine Process Monitor displays the progress
of transfer set creation and/or synchronization. Go to “Monitoring
Synchronization” on page 64.
If you need to define other criteria, select Next>. The Transfer Set Send Options
dialog box appears. Continue with “Setting Transfer Set Send Options” on
page 27.
Connect/Send
E-mail to
Remote
dialog box
(direct Internet)
The Connect/Send E-mail to Remote dialog box contains the following options:
Send changed GoldMine initiates the connection to the remote system, and begins transferring
data to remote data.
To set options for sending a transfer set, see “Setting Transfer Set Send Options”
on page 27.
Remote’s Internet Protocol (IP) address assigned to the remote system by an Internet
Internet IP Service Provider (ISP).
address
GoldMine can synchronize to either a static IP address, or a dynamic IP address.
A static IP address is not the standard dynamic address randomly assigned to
subscribers. To set up a static IP account, contact your ISP.
TCP Port Entry that adds more specific information to the IP address entry. By analogy,
the IP address entry can be considered similar to a telephone number, while the
port entry is like an extension for the telephone number.
The default TCP Port value is 5993. Typically, this entry should not be changed.
You can override the default port. However, you must select the same port as
the remote system.
If the GoldMine system to be contacted has access only to a dynamic IP address,
the user at the waiting site must determine the address for the current
connection, and inform the user who will initiate synchronization.
To display the dynamic IP address for your current Internet connection, run the
Windows 95 program, WINIPCFG, or the Windows NT program, IPCONFIG*.
You can then call the site that will place the call to relay the IP address
information.
You can either select a previously entered IP address from the drop-down list,
or type a new IP address in the field.
IPs Displays the Alternate IP Addresses dialog box, from which you can select an
existing or enter a new IP address for the connection.
If all other criteria for creating the transfer set have been defined, select Finish to
start creating the transfer set. The GoldMine Process Monitor displays the progress
of transfer set creation and/or synchronization. Go to “Monitoring
Synchronization” on page 64.
If you need to define other criteria, select Next>. The Transfer Set Send Options
dialog box appears. Continue with “Setting Transfer Set Send Options” on
page 27.
* To run WINIPCFG/IPCONFIG: from the Windows 95/NT 4.0 Taskbar, select Start|Run. The Run
dialog box appears. After the prompt, type WINIPCFG, (Windows 95) or IPCONFIG (Windows
NT 4.0), then select OK. The IP Configuration dialog box appears. The IP Address field contains the
dynamic IP address for your current Internet connection.
When you select IPs from the Connect/Send E-mail to Remote dialog box of the
Synchronization Wizard, the Alternate IP Addresses dialog box appears.
Alternate IP
Addresses
dialog box
The Alternate IP Addresses dialog box displays the following information about IP
entries listed in the browse window:
IP Address Internet Protocol address assigned to the remote system by an Internet Service
Provider.
Port Entry that adds more specific information to the IP Address entry. By analogy, the
IP Address is similar to a telephone number, while the Port is like an extension for
the telephone number.
GoldMine’s default TCP Port value is 5993.
New Displays the IP Address dialog box, from which you can add an IP address—see
“Adding or Editing an IP Address” on page 23.
Properties Displays the IP Address dialog box, from which you can change a selected IP
address—see “Adding or Editing an IP Address” on page 23.
Close Closes the Alternate IP Addresses dialog box, and returns to the Connect/Send E-mail
to Remote dialog box.
When you select either New or Properties from the Alternate IP Addresses dialog box,
the IP Address dialog box appears.
IP Address
dialog box
IP address Internet Protocol (IP) address assigned to the remote system by an Internet
Service Provider (ISP).
GoldMine can synchronize to either a static IP address, or a dynamic IP address.
A static IP address is not the standard dynamic address randomly assigned to
subscribers. To set up a static IP account, contact your Internet Service Provider
(ISP).
If the GoldMine system to be contacted has access only to a dynamic IP address,
the user at the waiting site must determine the address for the current
connection, and inform the user who will initiate synchronization.
To display the dynamic IP address for your current Internet connection, run the
Windows 95 program WINIPCFG. You can then call the site that will place the
call to relay the IP address information.
TCP Port Entry that adds more specific information to the IP address entry, as described on
page 22.
When done, select OK to place the new or changed entry in the Alternate IP
Addresses dialog box.
The following sections describe the dialog boxes that appear when you select one
of these methods of synchronization.
GoldMine
Synchronization
Wizard
The Connect/Send E-mail to Remote dialog box contains the following options:
Send changed Includes new and changed data in the transfer set to be sent via Internet e-mail.
data to remote
To set options for sending a transfer set, see “Setting Transfer Set Send Options”
on page 27.
Remote’s Sends the transfer set as an attachment to an e-mail message to the Internet
E-mail address address entered in the field. You can either type an address, or select an address
from the drop-down list.
If you need to define other criteria, select Next>. The Transfer Set Send Options
dialog box appears. Go to “Setting Transfer Set Send Options” on page 27.
Create a Transfer
Set dialog box
The Create a Transfer Set dialog box contains the following options:
Path for the Specifies the destination for the transfer set upon creation. You can type a path
transfer set to be in the field, or select a path by either selecting a location from the drop-down
placed
list, or selecting to browse through your system for a location.
Update cutoff Prevents GoldMine from updating the cutoff date and time if a previously
time if previous retrieved transfer is detected in the location designated for transfer set
transfer set in placement (see above). If GoldMine does not detect a transfer set in this
the above path
has been
directory, the cutoff is updated.
retrieved By default, GoldMine updates the cutoff date and time after creating the
(deleted)
transfer set.
Optional transfer Specifies a password to protect the system from unauthorized connection
set password attempts. When a password is used, both the local and remote GoldMine
systems must use the same password.
If you need to define other criteria, select Next>. The Transfer Set Send Options
dialog box appears. Go to “Setting Transfer Set Send Options” on page 27.
Retrieve a
Transfer Set
dialog box
The Retrieve a Transfer Set dialog box contains the following options:
Path for the Specifies the location from which GoldMine can get the transfer set. You can
transfer set type a path in the field, or select a path by either selecting a location from the
drop-down list, or selecting to browse through your system for a location.
Unpack transfer Decompresses the transfer set, and places the transfer set in the directory
set only - do not designated in Path for the transfer set. GoldMine will also decrypt the transfer set
retrieve records (with a password value, if entered in Optional transfer set password below).
However, GoldMine will not retrieve the data into a contact set.
Select this option to view the contents of a transfer set with a database browsing
utility, such as BR4, without actually retrieving the data.
Delete transfer GoldMine deletes the transfer set file after unpacking the records, or retrieving
set after the records into the designated contact set.
unpacking
or retrieval
If ready to start creating the transfer set, select Finish. The GoldMine Process Monitor
displays the progress of transfer set creation and/or synchronization. Go to
“Monitoring Synchronization” on page 64.
If you need to define other criteria, select Next>. The Retrieve Options dialog box
appears. Go to “Defining Transfer Set Retrieve Options” on page 31.
You start to define transfer set send options from the Send Options dialog box of
the Synchronization Wizard.
Send Options
dialog box
Send Record Specifies the record types that GoldMine must include in the transfer set. By
Types default, GoldMine selects all record types for all selected database files.
Send users’ Selects one or more users whose calendar activities should be included in the
calendar transfer set. To include the calendar activities of all users, select (all).
To avoid including any calendar activities, do not check any of the Users’
calendar boxes.
Encryption Sets the security level for encoding data in the transfer set. Select from either:
• 128 bits: most secure level of encryption. This option is available only for
U.S. users of GoldMine and GoldSync. When sending a transfer set to any
other country, select 32 bits
or
• 32 bits: lower level of encryption. This option is available to all users.
If you are using 128-bit encryption, you can decrypt 32-bit encrypted files;
however, a limited international system using 32-bit encryption cannot decrypt
128-bit encryption.
When done, select Next>. The Send Contact-related Options dialog box appears.
Send Contact-
related Options
dialog box
Please specify Specifies the selection criteria for contact records. Click to display the drop-
which type of down list, from which you can select one of the following:
Contact records
will be • Only the current contact record: sends only the active contact record to the
synchronized remote system.
• All changed contact records: sends all changes made to all contact records.
• Contact records linked to the ‘Send users’ calendar’ list: sends only data for
contact records that have pending activities for users specified in the
Send user’s calendar pane of the previous Send Options dialog box.
• All filtered records and user-scheduled activities’ records: sends all contact
records that have pending activities for the users specified in the Send
user’s calendar pane of the previous Send Options dialog box, even if the
record does not fulfill the filter criteria.
Please select the Selects the database file(s) to be included in the transfer set.
contact sets you
wish to send to
the remote site
If you select Only the current contact record, and Retrieve changed data from remote, the
Retrieve Options dialog box appears—go to “Defining Transfer Set Retrieve
Options“ on page 31. If you will not retrieve data, the Ready to Synchronize box
appears—go to “Saving Settings in a Profile” on page 36.
Send Filter
Options
dialog box
Click on <Filters
of: user> to
select the user
whose filters you
want to display.
To select a different user, click on <Filters of: user name>. GoldMine displays the
Select a User dialog box, from which you can select a name. Once a different user
is selected, GoldMine lists the user’s filters, as shown in the previous figure.
To select a transfer set creation method, select Options. The Contact Transfer Set
Creation Method dialog box appears. This option applies only to working with dBASE
contact sets—see “Selecting a Transfer Set Creation Method” on page 59.
When done, select Next>. The Cutoff Date/Time dialog box appears.
The following figure shows all options enabled, but the specific options available
depend on your selection from the drop-down list in the Send Contact-related
Options dialog box, as described on page 28.
Cutoff Date/Time
dialog box
Ignore cutoff Sends all records. This option is available only if you selected ALL changed
time (send all contact records from the Send Contact-related Options dialog box, and is activated
records) only for the next synchronization session.
• Time (second field): click to display the graphical clock, from which
you can select a time.
This option is available if you selected either ALL changed contact records or All
filtered records and user-scheduled activities’ records from the Send Contact-related
Options dialog box.
Contact records GoldMine includes new and changed data linked to activities scheduled from
linked to the cutoff date and time.
Activities cutoff
This option is available if you selected either Contact records linked to the ‘Send
users’ calendar’ list or All filtered records and user-scheduled activities’ records from the
Send Contact-related Options dialog box.
Retrieve Options
dialog box
Retrieve record Specifies the record types that GoldMine must retrieve from the remote site. By
types default, GoldMine selects all record types.
When done, select Next>. The Retrieve Contact Sets dialog box appears.
Retrieve Contact
Sets dialog box
The Retrieve Contact Sets dialog box contains the following options:
Please specify Specifies the contact sets to retrieve from the remote site.
which contact
sets you wish to
retrieve from the
remote site
Default contact Specifies the contact set that GoldMine updates if there is no matching
set, if the file code from the incoming transfer set. By default, GoldMine updates the open
incoming contact contact set.
set is not
specified
If all other criteria for creating the transfer set have been defined, select Finish to
start creating the transfer set. The GoldMine Process Monitor displays the progress
of transfer set creation and/or synchronization. Go to “Monitoring
Synchronization” on page 64.
If you want to save the settings in a profile, select Next>. The Ready to Synchronize
dialog box appears. Go to “Saving Settings in a Profile” on page 36.
Connect/Send
E-mail to Remote
dialog box
The Connect/Send E-mail to Remote dialog box contains the following options:
Connect Sets GoldMine to synchronize regularly with the specified site at the frequency
continuously and intervals specified by the Frequency and Sync Period options—see below.
every
Frequency Displays the Synchronization Frequency dialog box, from which you can define
how often GoldMine will call the specified remote site—continue with
“Defining Synchronization Frequency” on the following page.
Sync Period Displays the Synchronization Period dialog box, from which you can define the
day and time intervals at which GoldMine will attempt to synchronize with
GoldSync—see “Defining Synchronization Intervals” on page 35.
If you want to save the settings in a profile, select Next>. The Ready to Synchronize
dialog box appears. Go to “Saving Settings in a Profile” on page 36.
Synchronization
Frequency
dialog box
The Synchronization Frequency dialog box contains three settings for Synchronize
with this site every to define how often GoldMine will initiate a call to synchronize
with the specified remote site:
Sync Period defines dates and time settings for synchronizing with a GoldSync
system only.
Synchronization
Period
dialog box
Check each
option corresponding
to the day(s)
you want
to synchronize
with GoldSync
The Synchronization Period dialog box contains an option for each day of the week,
such as Sunday, Monday, etc. By default, GoldMine selects every day option, as
shown above.
Next to each day option are two time fields. The first time field sets the earliest
time in the period during which your system can call GoldSync. The default time
in this first field is 12:00 am.
The second field sets the last time in the period during which your system can
call GoldSync. The default time in this second field is 11:59 pm.
Synchronization
Frequency
dialog box
Options to save
settings in a profile
only appear when
you Start a
new session
Log the details of Displays information in GoldMine’s System Logs about the status of the current
the synchronization session in the GoldMine Process Monitor—see “Viewing the
synchronization Process Monitor Logs” in Maintaining GoldMine.
session
Log the changes Displays information in GoldMine’s System Logs about the changes made to
made to each each record that was synchronized—see “Viewing the Contact Files Logs” in
record Maintaining GoldMine 5.0.
Would you like to No: uses the synchronization settings for the current session only.
save this
synchronization Yes: saves the synchronization settings in a profile for future use. A
profile? synchronization profile provides a quick and convenient method for performing
regular synchronization with a GoldMine or GoldSync system.
For best results, save your settings as a separate profile for each system that will
synchronize.
Profile name Descriptive name for the synchronization profile. This field is available only if
you select Yes. This name appears in the Use the following profile settings drop-
down list that appears on the first dialog box of the Synchronization Wizard—see
“Working with the Synchronization Wizard” on page 14.
When you have finished with the profile settings, select Finish. The GoldMine
Process Monitor appears. Go to “Monitoring Synchronization” on page 64.
After the remote site retrieves this transfer set, you must rebuild the remote site’s
database to include the host system’s fields—for details on rebuilding a database,
see “Indexing and Rebuilding Files” in Maintaining GoldMine 5.0.
The host system must then create a second transfer set, also using the cutoff date
of 1/1/90, that includes all data needed by the remote site. After retrieving this
transfer set, the remote site now has data for the new, previously retrieved fields.
You synchronize GoldMine with Microsoft Outlook, Palm Pilot, or Windows CE.
For details about the synchronization process and/or GoldMine’s method of
synchronizing data, see “Synchronizing with a Remote Site” on page 13.
Using GoldMine, you can synchronize updated information with any of the
following applications or devices:
If you use both Outlook and Windows CE, do not synchronize each application
separately with GoldMine. Separate synchronization may result in duplicate data.
* Outlook 98/2000 must be installed on the workstation from which you synchronize.
GoldMine
Outlook
Synchronization
Wizard
Start a new Allows you to define settings for a synchronization session that you can save for
session future use, or use just once.
Sync using the Uses the settings already defined in a profile selected from the drop-down list
settings of the for the current synchronization.
following Profile
If you select Sync using the settings of the following Profile, you can select Finish to
start synchronizing according to existing settings. The GoldMine Process Monitor
appears. Go to “Monitoring Synchronization” on page 64.
However, to check or change any existing settings, you can continue through the
wizard.
To Start a new session, or to change existing settings for a profile, select Next>. The
Outlook Synchronization Options dialog box appears. Continue with “Defining
Synchronization Options.”
Outlook
Synchronization
Options
dialog box
The Outlook Synchronization Options dialog box contains the following options:
Send and Sends and retrieves data between GoldMine and Outlook.
retrieve: To/From
Outlook
Send Only: To Sends data from GoldMine to Outlook, but does not retrieve data from Outlook
Outlook from to GoldMine.
GoldMine
Retrieve only: To Retrieves data from Outlook to GoldMine, but does not send data from
GoldMine from GoldMine to Outlook.
Outlook
Fresh sync Deletes all contacts and activities synchronized from GoldMine to Outlook. You
(delete GoldMine can select this option any time you want to replace data in Outlook.
data in Outlook)
To prevent GoldMine from overwriting data on the target system, uncheck this
option. However, be sure to manually delete any records from Outlook that you
do not want to duplicate.
If you selected either Send and retrieve: To/From Outlook or Send only: To Outlook from
GoldMine, the Record Selections dialog box appears. Go to “Selecting Contact
Records to Send” on page 57.
If you selected Retrieve only: To GoldMine from Outlook, the Ready to Synchronize
dialog box appears. Go to “Saving Settings in a Profile” on page 61.
Advanced
Options window
for Outlook
synchronization
• General: defines the range of dates from which activities are selected for
synchronization, deletions to be synchronized, and other settings, such
as the character to use for designating telephone extensions and the
maximum number of characters to include for notes from contact
records—see “Defining General Advanced Options” below.
• Field Mapping: defines field “matches” so that GoldMine can place data in
the corresponding target Outlook fields—see “Mapping Fields” on
page 45.
• Contacts: specifies the location of the Outlook folder in which GoldMine
can send and/or retrieve contact information—see “Defining
Contact/Calendar/Task Folders in Outlook” on page 46.
• Calendar: defines the Outlook folder in which GoldMine can send
and/or retrieve activity information—see “Defining
Contact/Calendar/Task Folders in Outlook” on page 46.
• Task: defines the Outlook folder in which GoldMine can send and/or
retrieve to-do activity information (timeless activities ordered by
priority)—see “Defining Contact/Calendar/Task Folders in Outlook”
on page 46.
The options are nearly identical for setting up GoldMine synchronization with
Outlook, Pilot, and Windows CE. The following section refers to Outlook (except
as noted), but you can use the same information to define General tab settings for
Pilot or Windows CE.
Starting Number of days, months, or years before the current date for which GoldMine
will retrieve calendar activities from Outlook.
In the first field, either type a number (1–31) or click to scroll through
numbers. Select a calendar period (Day, Month, or Year) from the drop-down list.
Ending Number of days, months, or years after the current date for which GoldMine
will retrieve calendar activities from Outlook.
You can set the Ending date as described above for Starting date.
Calendar date range settings affect only data retrieved from Outlook, not activity
data sent from GoldMine.
Maximum Limit for the amount of GoldMine’s Notes to send to Outlook for a single
characters in contact. By default, GoldMine sends 2,048 bytes, or characters.
contact notes
This option is not available for Windows CE.
Sync deletions When GoldMine processes the updates, contact records and activities deleted in
from Outlook to Outlook are also deleted in GoldMine.
GoldMine
Sync deletions When Outlook processes the updates, contact records and activities deleted in
from GoldMine to GoldMine are also deleted in Outlook.
Outlook
Retrieve all data GoldMine retrieves all data synchronized from Outlook, regardless of the date
from Outlook that the change(s) were made. Selecting this option affects only data retrieved from
regardless of last Outlook without affecting the range of data that GoldMine sends to Outlook.
sync date
Synchronize Outlook setup only: Selects GoldMine’s RSVP option for all activities synchronized
RSVP from Outlook to GoldMine.
Most users do not need to select this option.
Show Pilot setup only: Displays the GoldMine HotSync dialog box, from which you can
HotSync dialog start the GoldMine-Pilot synchronization, or access the Custom dialog box to
change current sync settings.
Uncheck this option if you do not want the GoldMine HotSync dialog box to
appear before GoldMine starts synchronizing with your Pilot.
For details on working with settings in the GoldMine HotSync dialog box, see
“Checking HotSync Settings before Synchronizing with Pilot” on page 62.
For details on working with settings in the Custom dialog box, see your Pilot
documentation.
When done, you can either select another tab to continue defining advanced
settings, or you can select OK to return to the Outlook Synchronization Options
dialog box.
You can add or change field mappings from GoldMine to Outlook, Pilot, or a
Windows CE device from the Field Mapping tab of the Advanced Options window.
The following section refers to Outlook, but you can use the same information to
map GoldMine fields to either Pilot or Windows CE.
Field
Mapping tab
The Field Mapping tab of the Advanced Options window contains the following
settings:
GoldMine fields Displays the GoldMine fields currently selected as matches for the Outlook
fields listed to the right.
Outlook fields Displays the Outlook fields currently selected as matches for the GoldMine
fields listed to the left.
Mapping another field to an existing Outlook field will delete the field’s
contents upon sending data from GoldMine to Outlook. To ensure that data is
not accidentally deleted, map the field, then synchronize from Outlook to
GoldMine. After you check that GoldMine has received the data, you can send
data from GoldMine to Outlook.
New Displays the Map GoldMine fields to Outlook fields dialog box, from which you can
map together fields that are currently unmapped.
Change Displays the Re-map GoldMine fields to Outlook fields dialog box, from which you
can change one of the mapped fields in an existing mapped pair.
Move Up Moves the selected field mapping one line higher in the list.
Move Down Moves the selected field mapping one line lower in the list.
Remove All Deletes all field mapping entries from the list except the Contact mapping.
Default Map Restores the original settings to the Field Mapping list.
When done, you can either select another tab to continue defining advanced
settings, or you can select OK to return to the Outlook Synchronization Options
dialog box.
Contacts,
Calendar, and
Tasks tabs
Folder selection To specify the folder for GoldMine to use when synchronizing contact
information with Outlook, select one of the following options:
• Send/retrieve GoldMine contacts using Outlook’s default Contact/Calendar/Task
folder: accepts the default selection of Outlook’s Contact folder for
synchronization
or
• Send/retrieve GoldMine contacts using the Contact/Calendar/Task folder selected
below: click to display the Select Outlook folder dialog box, from which
you can select a folder. You must select a valid folder to activate the OK
button.
Empty the Deletes all records of the specified type before the next synchronization.
Contact/
Calendar/Task Back up data before selecting this option. The deletion cannot be undone.
folder in next
synchronization
When done, you can either select another tab to continue defining advanced
settings, or you can select OK to return to the Outlook Synchronization Options
dialog box.
Advanced
Options
window for Pilot
synchronization
• General: defines the range of dates from which activities are selected for
synchronization, deletions to be synchronized, and other settings, such
as the character to use for designating telephone extensions and the
maximum number of characters to include for notes from contact
records. Defining these settings is almost the same for GoldMine-Pilot
synchronization as defining settings for GoldMine-Outlook
synchronization—see “Defining General Advanced Options” on
page 43, and “Checking HotSync Settings before Synchronizing with
Pilot” on page 62.
• Field Mapping: defines “matches” between fields so that GoldMine can
place data in the corresponding target Pilot fields. Mapping fields
between GoldMine and Pilot is the same as mapping fields between
GoldMine and Outlook—see “Mapping Fields” on page 45.
• Conduit: installs the GoldMine-Pilot conduit, which specifies the Pilot
record categories to update. You must install the GoldMine-Pilot
conduit before you can synchronize—see “Installing the GoldMine-Pilot
Conduit” on page 49.
• Purge: specifies Pilot data types to delete, such as Pilot’s Address book
or To-do list, before or during synchronization—see “Selecting Data
Categories to Purge” on page 50.
• Address Categories: specifies the categories of new Pilot address
information for GoldMine to retrieve—see “Selecting Address and To-
do Categories to Synchronize” on page 52.
• To-do Categories: specifies the categories of new Pilot to-do information
for GoldMine to retrieve—see “Selecting Address and To-do Categories
to Synchronize” on page 52.
• Defaults: specifies default settings for synchronizing Pilot’s Address and
To-do categories—see “Changing Default Categories” on page 54.
Once you install the Palm Desktop software on your system and check the
default conduit, you can synchronize GoldMine with your Pilot. GoldMine
installs the necessary conduit automatically. During your first synchronization,
GoldMine prompts you:
GoldMine has not detected an installed GoldMine Pilot conduit. Do you wish to install
conduit?
You can set the synchronization priority and uninstall the conduit for GoldMine-
Pilot synchronization from the Conduit tab of the Advanced Options window.
Install Conduit Once you click this button, GoldMine automatically activates the settings to
define the Pilot record categories to synchronize. If you are running an older
version of the conduit, the label appears as Update Conduit.
Priority Sets the order of synchronization between the GoldMine-Pilot conduit and the
Palm Desktop conduit. To run the GoldMine-Pilot conduit before the Palm
Desktop conduit, select either 0 or 1. To run the Palm Desktop conduit before the
GoldMine-Pilot conduit, select 3 or 4.
To access this option, you must have installed the GoldMine-Pilot conduit. If the
conduit is not installed, the Priority drop-down list is dimmed.
When done, you can either select another tab to continue defining advanced
settings, or you can select OK to return to the Pilot Synchronization Options
dialog box.
You can select the what data you want to purge and the conditions for purging
from the Purge tab of the Advanced Options window.
The Purge tab contains the same settings for each of three data categories:
• Address book
• Date book
• To-Do list
For each of these categories, you can select one or more of the following options:
If you select a purge option, be sure to back up data before synchronizing. Once
performed, purging cannot be undone. You do not need to purge data to
synchronize updates to/from GoldMine and Pilot.
Always delete Deletes all records of the specified type(s) before every synchronization with
the Pilot Address GoldMine.
book/Date
book/To-do list This option might be useful for users who want to use Pilot to take contact
before information with them, but want to maintain contact information only in
synchronizing GoldMine.
Delete the Pilot Marks all records of the specified type(s) for deletion before the next
Address synchronization with GoldMine.
book/Date
book/To-do list This option might be useful for a user who receive a Pilot from a previous user,
in next or who haven’t synchronized with GoldMine for some time, and want to “start
synchronization fresh.”
When done, you can either select another tab to continue defining advanced
settings, or you can select OK to return to the Pilot Synchronization Options
dialog box.
Your selections from the Address Categories and To-do Categories tabs does not
affect data selection for synchronizing to or from your Pilot.
You can override the default address category by mapping the Pilot category
field to a GoldMine field. GoldMine synchronizes new and existing records on
your Pilot to the categories in the GoldMine field. If the category does not exist
on your Pilot, GoldMine will create the category. GoldMine can create up to 14
categories on your Pilot. For details about mapping fields, see “Mapping Fields”
on page 45.
Once you map a Pilot category field to a GoldMine field, you cannot select the
default address category for any Pilot category field.
The figure on the following page shows the Address Categories tab, which contains
the same options as the To-do Categories tab.
The Address Categories tab and the To-do Categories tab contain the same settings to
select data types for synchronization:
Synchronize new Sends new Pilot data from all available categories to GoldMine.
Pilot
items from
all categories
Categories Sends new Pilot data to GoldMine from the Unfiled, Business, and/or Personal
categories. To select a category, check the corresponding box.
When done, you can either select another tab to continue defining advanced
settings, or you can select OK to return to the Pilot Synchronization Options
dialog box.
Defaults tab
Default Address Specifies the default address category to synchronize with GoldMine. By
category default, GoldMine selects the Business address category.
Default Address Identifies the labels, or titles, used for the five phone fields. You can either accept
phone labels the original default labels, or select new labels from the corresponding drop-down
list. If you change the label, GoldMine will apply the new label only to new contacts
synchronizing from GoldMine to Pilot. Phone labels in existing records will not
change.
Default Specifies the default Pilot to-do category to synchronize with GoldMine. By
ToDo category default, GoldMine selects the Business to-do category.
When done, you can either select another tab to continue defining advanced
settings, or you can select OK to return to the Pilot Synchronization Options
dialog box.
Advanced
Options
window for
Windows CE
synchronization
You can select any of the following tabs to define synchronization settings:
• General: defines the range of dates from which activities are selected for
synchronization, deletions to be synchronized, and other settings, such
as the character to use for designating telephone extensions and the
maximum number of characters to include for notes from contact
records. Defining these settings is the same for GoldMine-WinCE
synchronization as defining settings for GoldMine-Outlook
synchronization—see “Defining General Advanced Options” on
page 43.
• Field Mapping: defines “matches” between fields so that GoldMine can
place data in the corresponding target WinCE fields. Mapping fields
between GoldMine and WinCE is the same as mapping fields between
GoldMine and Outlook—see “Mapping Fields” on page 45.
• New Item Settings: defines default values and notification options—see
“Defining Default Settings and Alarms” in the following section.
New Item
Settings tab
Show time as Specifies how the user will appear in the Windows CE calendar for new
activities:
• Free
• Tentative
• Busy
• Out of Office
Priority Sets the default priority for new activities as one of the following:
• High
• Normal
• Low
Set reminder Sets the reminder alert before the (optional) Start Date or Due Date for the task.
before the
To turn off any notification feature before the reminder occurs, you can edit the
activity in Windows CE. For details about reminders, see your Windows CE
documentation.
Interrupt me with Displays a Calendar Reminder over the current Windows CE display that shows
message details about the pending activity. To turn off the Calendar Reminder, select one of
the following options from Windows CE:
• Open
• Dismiss
• Postpone: includes a drop-down list, from which you can select a delay
period from a minimum of five minutes to a maximum of
one week.
Flashing light Flashes a light on devices equipped with a light-emitting diode (LED).
When done, you can either select another tab to continue defining advanced
settings, or you can select OK to return to the WinCE device Synchronization Options
dialog box.
Record
Selections
dialog box
The Record Selections dialog box contains the following options for selecting
contact records for GoldMine to send to Outlook:
All contact Sends all contact records and calendar activities created or modified after the
records changed Cutoff date (first field), and the time (second field)—these fields appear when
since cutoff date you select this option. Typically, the date and time of the last transfer appears in
these fields, so previously synchronized changes are not sent again.
GoldMine stores the date and time of the last synchronization, and these fields
will automatically be filled the next time you select this option.
Options Displays the Contact Transfer Set Creation Method dialog box, from which you can
specify the method you want to use to create your transfer set. This option applies
only to working with dBASE contact sets—see “Selecting a Transfer Set Creation
Method” on page 59.
Contacts in Sends only new or changed contact records and calendar activities that belong
current active to an activated filter or group.
filter/group
changed since To select this option, you must activate a filter or group before working with the
cutoff wizard.
For details about activating filters and groups, see the following sections of
GoldMine 5.0 At-a-Glance:
• Filters: “Activate a filter”
• Groups: “Activate a group”
Contacts Sends new or changed contact records and calendar activities that belong to a
changed since selected group.
cutoff date in
selected group You can select a group by selecting either:
• One of your own groups (or the groups owned by the currently logged
user): select a group name from the first drop-down list under the
option
or
• Another user’s group: select another user from the second drop-down
list, then select a group from the first drop-down list.
Contacts that Sends contact records with linked activities scheduled within the specified date
have associated range.
calendar
items from Type the beginning date for the range in the first field below the option, then
type the ending date in the second field. By default, the current date appears in
both range fields.
If you want to specify the activities (by user or user group) for GoldMine to send
to Outlook, select Next>. The User’s Calendar Selection dialog box appears. Go to
“Selecting Calendar Activities to Send” on page 60.
Contact
Transfer Set
Creation
Method
dialog box
The Contact Transfer Set Creation Method dialog box contains the following options
to specify the method for compiling data into a transfer set:
Search for GoldMine prepares a transfer set for synchronization by searching for all
changed records changed records, then applying the activated filter or group to the changed
by the TLog records.
records
This method is fastest if you are synchronizing most of the contacts in your
contact set.
Search for GoldMine searches for all filtered records first, which can reduce the number of
changed records records that GoldMine evaluates. Once the records are selected, then GoldMine
by the Filtered prepares the transfer set for synchronization.
records
This method is fastest when the filtered records are a small subset of the total
number of records, or if most changed records are not included in your filter or
group.
User’s Calendar
Selections
dialog box
The User’s Calendar Selection dialog box has two options for selecting calendar
activities for GoldMine to send to Outlook:
• My Calendar: sends all activities scheduled for you (or the currently
logged user)
• Others’ Calendar: sends all calendar activities belonging to the user(s) or
user group(s) selected from the list next to the options. Check each box
corresponding to the user(s) or user groups that you want to select.
If you are ready to synchronize, select Finish. The GoldMine Process Monitor
displays the progress of synchronization. Go to “Monitoring Synchronization” on
page 64.
If you want to save the settings in a profile, select Next>. The Ready to Synchronize
dialog box appears. Go to “Saving Settings in a Profile” on page 61.
You can link activities or to-dos synchronized from your Pilot to contacts in
GoldMine.
After you create the appointment in your Pilot, the cursor will appear on a line
next to the starting time.
In the graffiti section, write / (forward slash), which activates the Command entry
feature.
In the graffiti section, write L. The Phone Number Lookup screen appears.
Select the contact to whom you want to link the activity. Select Add. Pilot displays
the following on the notes screen of the new activity:
<first name> <last name> <default phone number> <default field type>
Do not change the line that Pilot displays on the notes screen. Changing this line may
result in incorrect synchronization.
Ready to
Synchronize
dialog box
When you define synchronization options for the first time, or make changes to
an existing profile, you must save your settings in a synchronization profile.
Working with profiles eliminates the need to define settings before each
synchronization.
When done, select Finish. The GoldMine Process Monitor appears. Go to “Monitoring
Synchronization” on page 64.
When you select Show HotSync dialog from the General tab of the Advanced Options
window (shown in the figure on page 42), the GoldMine HotSync dialog box
appears before you start to synchronize with Pilot.
GoldMine
HotSync
dialog box
The GoldMine HotSync dialog box shows the currently selected profile for
synchronizing with your Pilot, and contains the following options:
Don’t show this Check this option if you do not want the GoldMine HotSync dialog box to appear
dialog again before GoldMine starts synchronizing with your Pilot. By default, GoldMine
displays this dialog box before starting to synchronize with Pilot.
You can also stop the GoldMine HotSync dialog box from appearing by selecting
Show HotSync dialog from the General tab of the Advanced Options window in the
GoldMine Pilot Synchronization Wizard.
Continue Starts to synchronize with Pilot according to the profile selected from the first
screen of the GoldMine Pilot Synchronization Wizard—see “Synchronizing GoldMine
with Outlook, Pilot, or Windows CE” on page 39.
Change or Edit Displays the first screen of the GoldMine-Pilot Synchronization Wizard, from
sync Profile which you can make changes to the currently selected synchronization profile.
GoldMine
HotSync
dialog box
(summary view)
The GoldMine Process Monitor shows the progress of the current synchronization
session. The upper pane shows the user who started the synchronization process,
and each major level of the process. The lower pane shows the processing of each
component task, including the creation of the transfer set, as shown in the
following figure.
GoldMine
Process Monitor
Since the GoldMine Process Monitor displays each step of the synchronization
process, you can use the information to check that all of the data you selected is
included in the transfer set. You can also use the detailed entries to troubleshoot
any problems with a synchronization session.
To stop synchronization at any time, you can select the process in the GoldMine
Process Monitor, then select .
A I
Address Categories tab, 53 IP Address dialog box, 23
Advanced Options window for Outlook
synchronization, 42 N
Advanced Options window for Pilot
synchronization, 48 New Item Settings tab, 56
Advanced Options window for Windows CE
synchronization, 55 O
Alternate IP Addresses dialog box, 22
Outlook Synchronization Options dialog box, 41
C
P
Communication between internal And remote
users, 3 Purge tab, 51
Conduit tab, 50
Connect/Send E-mail to Remote dialog box, 33 R
Connect/Send E-mail to Remote dialog box
(modem), 18, 19, 20 Ready to Synchronize dialog box, 61
Contact Transfer Set Creation Method dialog Record Selections dialog box, 57, 60
box, 59 Retrieve Contact Sets dialog box, 32
Contacts, Calendar, and Tasks tabs, 47 Retrieve Options dialog box, 31
D S
Defaults tab, 54 Send Contact-related Options dialog box, 28
Direct connection, 8 Send Filter Options dialog box, 29, 30
Send Options dialog box, 27
Synchronization Frequency dialog box, 34, 36
F Synchronization Period dialog box, 35
Field Mapping tab, 45
T
G Transfer Records between Contact Sets dialog
GoldMine HotSync dialog box, 62 box, 11
GoldMine HotSync dialog box (summary transfer set, 4
view), 63
GoldMine Outlook Synchronization Wizard, 40 W
GoldMine Process Monitor, 64
GoldMine Synchronization Wizard, 14, 15 Wait for an Incoming Connection dialog box, 17
Connect/Send E-mail to Remote, 24
Create a Transfer Set dialog box, 25
Retrieve a Transfer Set dialog box, 26
GoldSync Gateway, 9
Index of Illustrations 65
66 Synchronizing with GoldMine 5.0
General Index
General Index 67
Copy/Move Records Between Contact Sets dialog Path for the transfer set, 26
box Path for the transfer set to be placed, 25
Copy Records, 12 Remote’s E-mail address, 24
Record Selection, 11 Retrieve a transfer set, 16
Select Target Contact Set, 11 Send a transfer set to remote by E-mail, 16
copying Send changed data to remote, 24
contact set to the remote site, 37 Start a new session, 14
records between contact sets, 10–12 Sync using the settings of a GoldSync Site, 14
creating a transfer set—see remote synchronization Sync using the settings of a Sync Profile, 14
cross-references to other resources, x Unpack transfer set only - do not retrieve
Cutoff Date/Time dialog box records, 26
ALL contact records’ cutoff, 31 Update cutoff time if previous transfer set in the
Contact records linked to Activities cutoff, 31 above path has been retrieved (deleted), 25
Ignore cutoff time (send all records), 30 Use the following profile settings, 14
Use the following site settings, 14
D GoldSync, 8
defining synchronization intervals from
database GoldMine, 35
copying records between contact sets, 10–12 selecting site settings from GoldMine, 14–15
copying to a remote site, 37
defining session settings for remote
I
synchronization—see remote synchronization
defining transfer set retrieval options, 33–35 Internet
double-clicking the mouse, xii adding or editing an IP address for
dragging the mouse, xii synchronization, 23
selecting an IP address for remote
F synchronization, 22–23
Internet Protocol, 13
filter use to limit record selection for a transfer set, Internet Service Provider, 8
29–30 IP address, 13
finding more information for a topic, x adding or editing for synchronization, 23
frequency of synchronization—see remote selecting for remote synchronization, 22–23
synchronization IP Address dialog box
IP address, 23
G TCP Port, 23
ISP, 8
general conventions, x–xi
GoldMine HotSync dialog box
Change or Edit sync Profile, 62
L
Continue, 62 license agreement, iii–v
Don’t show this dialog again, 62 linking activities to GoldMine contacts (Pilot
Stop, 62 synchronization), 61
View Summary, 63
GoldMine Outlook Synchronization Wizard
M
Start a new session, 40
Sync using the settings of a Sync Profile, 40 Microsoft Outlook synchronization—see Outlook
GoldMine Process Monitor, 12, 15, 18, 19, 20, 21, 26, synchronization
27, 32, 34, 36, 59, 60, 62 monitoring synchronization, 64
monitoring progress of synchronization, 64 mouse
using to troubleshoot remote synchronization, 64 clicking, xi
GoldMine Synchronization Wizard conventions, xi–xii
Answer an incoming connection, 15 double-clicking, xii
Connect to remote, 16 dragging, xii
Connection Method, 15 pointing, xi
Create a transfer set, 16 right-clicking, xi
Delete transfer set after unpacking or
retrieval, 26 N
Optional connection password, 25
Optional transfer set password, 27 Net-Update, 1
Optional transfer set password, 25
General Index 69
S U
Send Contact-related Options dialog box undocked user, 1
Please select the contact sets you wish to send to User’s Calendar Selection dialog box
the remote site, 29 My Calendar, 60
Please specify which type of Contact records will Others’ Calendar, 60
be synchronized, 29
Send Options dialog box W
Encryption, 28
Send Record Types, 28 Wait for an Incoming Connection dialog box
Send users’ calendar, 28 Optional connection password, 18
stopping a transfer of records between contact Retrieve changed data from remote, 17
sets, 12 Send changed data to remote, 17
synchronization Wait continuously for an incoming
definition, 1 connection, 18
monitoring session progress, 64 Wide Area Network (WAN), 13
monitoring synchronization, 37 Windows CE synchronization
saving settings in a profile, 36 defining default settings and alarms, 56–57
stopping a transfer of records between contact defining synchronization options, 42
sets, 12 mapping fields from GoldMine, 45–46
Synchronization Frequency dialog box, 34 monitoring session progress, 64
synchronizing with a remote site—see remote monitoring synchronization, 37
synchronization saving settings in a profile, 36
selecting a transfer set creation method, 59–60
selecting calendar activities to send, 60
T
selecting contact records to send, 57–59
Transfer Records between Contact Sets dialog box setting advanced options, 42–44, 55–57
Cancel, 12 setting general advanced options, 43–44
Go, 12 synchronizing notes from, 40
Move Records, 12 version supported by GoldMine, 39
Sync Deletions, 12
transfer set, 4
using a filter to limit record selection, 29–30
troubleshooting remote synchronization, 64