Whats New in GoldMine

What’s New in Version 5.
11/01
ii
Copyright
Copyright  2001 FrontRange Solutions Inc. All Rights Reserved.
Trademark Notices
GoldMine, HEAT and other FrontRange products and brands are registered
trademarks or trademarks of FrontRange Solutions Inc. in the U.S. and/or other
countries. Other products and brands are registered trademarks or trademarks
of their respective owners/companies.
Use of this software and its related user documentation are subject to the terms
and conditions of the applicable End-User License Agreement (EULA), a copy of
which is found in the user documentation. You must agree to the terms and
conditions of the EULA in order to use this software. If you do not agree to the
terms and conditions of the EULA, promptly return the unused software IN ITS
UNOPENED ENVELOPE to the place from which you obtained it for a refund.
WARNING: The software described in this manual and its related user
documentation are protected by copyright law. In no event, shall any part of the
related user documentation be copied, reproduced, distributed, transmitted,
stored in a retrieval system, or translated into any language, without the express
written permission of FrontRange Solutions Inc.
Contact FrontRange Solutions Inc. at our Web site: www.frontrange.com
(June 2001)
GoldMine Business Contact Manager

Contents
Introduction .................................................................................................. 1
What’s New in GoldMine 5.7 ....................................................................... 3
Using Updated Toolbars ................................................................................ 4
Working with the Taskbar ............................................................................. 5
Selecting Commands from the Taskbar ............................................................... 6
Adding a Task Group ............................................................................................. 6
Renaming a Task Group ......................................................................................... 7
Removing a Task Group ......................................................................................... 7
Adding a Task Item ................................................................................................. 8
Adding a Main Menu Command to a Task Group ..................................... 9
Adding a Macro to a Task Group ................................................................ 10
Adding an Application Startup to a Task Group ...................................... 11
Adding a Document Link to a Task Group ................................................ 12
Adding a Web Site Link to a Task Group ................................................... 13
Removing a Task Item .......................................................................................... 14
Customizing the Background ...................................................................... 14
Adding a Background Graphic ........................................................................... 15
Adding a Logo to the Background ...................................................................... 16
Placing Text in the Background .......................................................................... 18
Creating a Contact Record ............................................................................ 20
Creating a Contact Record at a New Company ................................................ 21
Adding Contacts to a Record ............................................................................... 22
Working with the Organization Chart ...................................................... 23
Viewing the Organization Chart ......................................................................... 23
Adding an Organization to the Org Chart ........................................................ 25
Activating an Organization .......................................................................... 25
Releasing an Organization ............................................................................ 25
Adding an Org Chart, Company, and Contact ................................................. 26
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iv
Defining Org Chart Section Properties .............................................................. 27

Setting Access Rights to an Org Chart ............................................................... 28
Displaying Information about the Org Chart .................................................... 29
Using GoldMine’s New Scheduling Features ......................................... 30
Changing the Contact when Scheduling or Completing an Activity ............ 30
Scheduling Activities for Contacts using Other Calendar Programs ............ 32
Scheduling Activities Received from Other Contacts ...................................... 33
Responding to a Meeting Request ............................................................... 34
Requesting to Reschedule a Meeting ........................................................... 35
Canceling an Activity .................................................................................... 35
Using One-button Synchronization ........................................................... 36
Creating and Distributing the One-button Synchronization Profile .............. 37
Creating a Synchronization Profile .............................................................. 37
Creating an Installation File for an Undocked User ................................. 38
E-mailing a Synchronization Profile to an Undocked User ..................... 39
Using One-button Synchronization to Update Data ........................................ 40
Setting up GoldMine for One-button Synchronization ............................ 40
Synchronizing with One-button Synchronization ..................................... 41
Index ............................................................................................................ 43

Introduction
Welcome to GoldMine Business Contact Manager version 5.7.
GoldMine has a sleek new look and expanded capabilities to help
you get your work done faster and more easily than ever!
What’s New in GoldMine is designed to provide a detailed update on
these new and enhanced features. Any information contained in
this addendum supercedes information in GoldMine At a Glance.
You can also find updated information in GoldMine’s online Help
and How Do I. The online Help file contains comprehensive
information on GoldMine’s features. The online How Do I provides
procedures for many frequently used features. To view GoldMine
online files:
From the Main Menu, select Help, then select either Help Topics or
How Do I.
Updated information is also available while you work with
GoldMine’s windows. To display context-sensitive information for
an active window, press l.
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What’s New in GoldMine 5.7
GoldMine Business Contact Manager v5.7 features new and
enhanced features, including:
• Updated toolbar icon graphics for easier command recognition.
• User-defined, Microsoft Outlook-style taskbar that streamlines
access to menu commands, macros, other applications,
documents, and Web sites.
• Customizable background to personalize or brand the work area.
• Expanded options for creating contact records.
• Enhanced Organization Chart features to:
Simplify access
Increase editing capabilities
Set access rights to sections and individual entries
Track record history
• Expanded scheduling capabilities to:
Select any contact in the open database from
within the activity record when scheduling or completing
an activity.
Send Meeting Requests of scheduled activities to a contact
who uses any iCalendar-enabled application.
Schedule activities received from a contact via e-mail.
• Capability for GoldSync administrators to create One-button
synchronization profiles for undocked users, and even to
generate installation files that both install GoldMine and set up
the remote system with the One-button synchronization profile.
• New One-button synchronization for undocked GoldMine users
set up to synchronize with GoldSync.
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4
Using Updated Toolbars

Toolbars throughout GoldMine Business Contact Manager have
been changed for easier icon recognition. Each toolbar contains the
same commands as previously available, but in most cases, graphics
have been updated and colors have been brightened so that you
can find and run the commands you need more quickly than ever!
You can see some of the new icons in GoldMine’s Basic toolbar.
Create a contact record Open another contact

New Basic
database file
toolbar icons
View another record Dial the contact’s telephone
in GoldMine’s work area number
Start the timer Insert a note in the active

contact record
View the Org Chart for Look up a contact’s record

the contact
View personal or public Build a filter

groups of contacts
View your personal View the InfoCenter

Rolodex
Edit, print or fax documents Print a report
Set personal preferences Open the E-mail Center

in GoldMine
View your Calendar View your Activity List
Complete an activity Schedule an appointment
Schedule a call Schedule a next action
Schedule a sale Send a telephone message
Send GoldMine e-mail Send Internet e-mail

5
Working with the Taskbar

GoldMine Business Contact Manager v5.7 features a taskbar that
you can customize to place frequently used GoldMine menu
commands or macros in one convenient location. You can even use
the taskbar to start an external application, display a document
created by a word processor, such as Word for Windows, and visit
your favorite Web sites.
The taskbar appears on the left side of GoldMine’s work area, as
shown in the following figure.
Place your most

frequently used
Main Menu
commands, macros,
and documents in
GoldMine’s taskbar.
Using the taskbar, you can:

• Execute GoldMine Main Menu commands
• Run user-defined GoldMine macros
• Start another application, such as Microsoft Excel
• Open a document
• Launch a Web site
These actions are known as task items. You can add up to 50 task
items in a task group. You can add up to 20 task groups to your
taskbar, and your system administrator can add up to 20 global
task groups.
What’s New in GoldMine

6
Selecting Commands from the Taskbar

Follow this procedure to take a tour of GoldMine’s taskbar.
1. To display large icons for each task item, right-click inside the
taskbar to display the local menu, then select Display with Large
Icons. Conversely, select Display with Small Icons to reduce the size
of all task item icons.
2. To execute a task item, click on the task item icon associated with
the command, macro, application, document, or Web site.
3. To add a task group to the currently activated group, right-click
to display the local menu, then select Add New Group—for details,
see “Adding a Task Group” below.
4. To add a task item to the currently activated group, right-click to
display the local menu, then select Add New Item—for details, see
“Adding a Task Item” on page 8.
5. To hide the taskbar, you can either:
• Right-click inside the task bar to display the local menu, then
select Hide
or
• From the Main Menu: select Window, then uncheck Task Bar
Adding a Task Group

Any user can add up to 20 personal task groups. If you have Master
Rights, you can add up to 20 global task groups.
1. To add a task group: right-click in the taskbar to display
the local menu. Click Add New Group. The New GoldMine Bar
Group dialog box appears.
2. Type the Group Name that you want to display for the task
group.

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3. To display small icons for each task item, check Display with
Small Icons. By default, GoldMine displays large icons for
task items. A comparison of icons is shown below.
small icon large icon

4. To add the task group to all GoldMine systems, check
Global Group. Available only for users with Master Rights.
5. When done, click OK. GoldMine lists task groups in the
order that they are added.
6. To move the task group to a different position in a list of
task groups, select the group. Right-click to display the
local menu, then select either:
Move Group Up
or
Move Group Down
Renaming a Task Group

To change the name of a selected task group in the taskbar:
1. Right-click in the task bar to display the local menu. Click
Rename Group. The Edit Group Name dialog box appears.
2. Type the new Group Name, then click OK.
Removing a Task Group

To remove a selected task group from the taskbar:
1. Right-click in the taskbar to display the local menu. Click
Remove Group.
A prompt asks:
Are you sure you want to remove your [task group name] taskbar
group?
2. Select Yes.

8
Adding a Task Item

You can add any combination of task items to a task group. A
single task group can contain up to 50 task items.
To add an item to the activated task group:
1. Right-click in the taskbar to display the local menu. Click
Add New Item.
Note: To edit a selected task item, select Edit Item from the taskbar local menu.
The Taskbar Group Item Selection dialog box appears.
2. Click to select the Item Type from the following:

• Main Menu Action: adds any of the commands available
on GoldMine’s Main Menu—see “Adding a Main
Menu Command to a Task Group” on the facing page.
• GoldMine Users’ Macro: executes a macro already
recorded in GoldMine—see “Adding a Macro to a Task
Group” on page 10.
• External Application: adds a command to start an external
application installed on your system—see “Adding an
Application Startup to a Task Group” on page 11.
• Document Link: adds a link to open the specified
document—see “Adding a Document Link to a Task
Group” on page 12.
• Website: adds a link to access the specified Web site—see
“Adding a Web Site Link to a Task Group” on page 13.

9
Adding a Main Menu Command to a Task Group

To add one of the commands available on GoldMine’s Main Menu
to the activated task group:
Add New Item. The Taskbar Group Item Selection dialog box
appears.
Default Item Type

is a Main Menu Action
2. Click next to the that contains the command that you

want to add.
3. Navigate through the folder to find the command.
4. Select the command, then click OK.

10
Adding a Macro to a Task Group

To add a macro to the active task group:
1. Right-click in the task group to display the local menu.
Click Add New Item. The Taskbar Group Item Selection dialog
box appears.
2. To select the Item Type, click , then click GoldMine Users’

Macro.
User’s macros will

appear in the pane
below the User
drop-down list
If a group of icons
appears, you can
make a selection
from the list
3. Click to select the User whose macros you want to

display. By default, the logged-in user appears. The
selected user’s macros will appear in the pane below the
User drop-down list.
4. Select the macro that you want to add.
5. To select a different Icon File, type the path and file name of
the icon you want, or click to navigate through your

system to find another icon. If a set of icons appear, you can
click on the icon that you want.
6. When done, click OK.

11
Adding an Application Startup to a Task Group

To add an application startup from the active task group:
box appears.
If a set of icons
appears, you can
make a selection
from the list
2. To select the Item Type, click , then click External

Application.
3. Type the Caption that will identify the application in the
task bar.
4. Type the path and file name of the Application, or click to

navigate through your system to find the file.
5. Specify the Start Directory for the application. Once you add
the Application entry, GoldMine automatically fills this field.
6. To specify any additional conditions to occur when the
application starts, either type the Command Line, or click to
display a popup list, from which you can select commands
from one or more of the following categories:
• User details
• Contact details
• System Info

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7. To select a different Icon File from the displayed group, type
the path and file name of the icon you want, or click to
navigate through your system to find another icon.
Adding a Document Link to a Task Group

To add a document link to the activated task group:
box appears.
2. To select the Item Type, click , then click Document Link.
Icon options appear

only if you uncheck
Use default icon.
3. Type the Caption that will identify the document link in the
task bar.
4. Type the path and file name of the Document that you want
to open, or click to navigate through your system to

find the file. To successfully open a document, the
application used to create the document must be installed
on your system.
5. To select a different icon for the document link, uncheck
Use default icon. The Icon File options appear.

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6. To select a different icon from the displayed group, type
the path and file name of the icon you want, or click
to navigate through your system to find another icon.
Adding a Web Site Link to a Task Group

To start an application from the activated task group
Add New Item. The Taskbar Group Item Selection dialog box appears.
2. To select the Item Type, click , then click Website.

3. Type the Caption by which you want to identify Web site in
the taskbar.
4. Type the URL for the Web site, such as www.frontrange.com.
5. Type an entry in the URL Data field to extract GoldMine data
to perform queries on the Web. You must know how the
Web site accepts queries to properly structure the entry.
6. To select a different Icon File from the displayed group, type
the path and file name of the icon you want, or click to
navigate through your system to find another icon.

14
Removing a Task Item

To remove a selected task item from the task group:
1. Right-click to display the local menu. Click Remove Item.
A prompt asks:
Are you sure you want to remove your [task item name] taskbar
group?
2. Select Yes.
Customizing the Background

Using GoldMine Business Contact Manager v5.7, you can
customize the background of the work area. You can add a graphic
file, logo, and even text to customize the space behind displayed
records and windows. If you have Master Rights, you can define
global settings that apply to all work stations. Any user can set
individual settings to personalize the work area on a single system.
You can define the following background settings:
• Display graphic (similar to Windows’ wallpaper)
• Logo
• Text
To customize GoldMine’s work area:
From the Main Menu, select Edit|Custom Background.

15
Adding a Background Graphic

You can add a background graphic to GoldMine’s work area. The
graphic that you select must be a bitmap file (.bmp). If you have
Master Rights, you can select a graphic for all work stations. All
users can select background graphics for their own individual
systems.
To apply a background graphic to the work area:
1. From the Main Menu, select Edit|Custom Background. The
Edit Background window appears. By default, GoldMine
displays the Background tab.
Note: The Background tab contains the same options for both Global
Background Bitmap Settings and User Background Bitmap
Settings.You must have Master Rights to define Global Background
Bitmap Settings.
2. To select a Background bitmap, either type the path and file
name, or click to navigate through your system to find

the file. GoldMine will accept only a .bmp file.

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3. Click to set the Position of the background graphic in the

work area in which you want to display the file. If you
select Tile, the graphic file will be repeated to fill the work
area. Other options specify a unique position.
Some of the Position options require additional placement
settings. The Margins X,Y coordinates specify the margin to
appear around the graphic. The first (X) field sets the side
margin, while the second (Y) field sets the margin on the
top or bottom.
The Position you select for the graphic determines which X,
Y coordinate(s) are available. For example, if you select
Absolute Position, both (X and Y) fields are available.
However, if you select Center Top, only the second (Y) field
is available. If you select Tile, you cannot set either margin
coordinate.
4. When done, select Apply to activate your selections.
5. To continue defining background settings, either select the
Logo tab or the Text tab.
To close the Edit Background window, click OK.
Adding a Logo to the Background

You can add a background logo to GoldMine’s work area. The
graphic that you select must be a bitmap file (.bmp). If you have
Master Rights, you can add a logo globally to all GoldMine work
stations. All users can add a logo to the work area in the GoldMine
on their own individual systems.
To add a logo to the work area:
Edit Background window appears.
2. Click the Logo tab.

17
Note: The Logo tab contains the same options for both Global Logo
Settings and User Logo Settings.You must have Master Rights to
define Global Logo Settings.
3. To select a Logo bitmap, either type the path and file name, or
click to navigate through your system to find the file.

GoldMine will accept only a .bmp file.
4. Click to set the Position of the logo in the work area. If

you select Tile, the logo will be repeated to fill the work
area. Other options specify a unique position.
appear around the logo. The first (X) field sets the side
top or bottom.
The Position you select for the logo determines which X, Y
coordinate(s) are available. For example, if you select
Absolute Position, both (X and Y) fields are available. However,
if you select Center Top, only the second (Y) field is available. If
you select Tile, you cannot set either margin coordinate.

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Background tab or the Text tab.
Placing Text in the Background

You can place background text in GoldMine’s work area. If you
have Master Rights, you can add text globally to all GoldMine
work stations. All users can add a logo to the work area in the
GoldMine on their own individual systems.
To add background text to the work area:
Edit Background window appears.
2. Click the Text tab.
Note: The Text tab contains the same options for both Global Text
Settings and User Text Settings.You must have Master Rights to
define Global Text Settings.

19
3. Type the background Text that you want to appear in the

work area.
4. Click to set the Position of the text in the work area.

appear around the logo. The first (X) field sets the side
top or bottom.
The Position you select for the text determines which X,Y
coordinate(s) are available. For example, if you select Absolute
Position, both (X and Y) fields are available. However, if you
select Center Top, only the second (Y) field is available.
5. To select a Font for your text display, either type the font
name, or click to display the Font dialog box, from

which you can:
• Select a font from the fonts installed on your system
• Select the font style, such as italic or bold
• Size of the characters
6. To select a text Color, click to display the Color dialog

box. Click on the color that you want to apply to the line,
then select OK.
Note: You can also specify the fonts settings described in steps 7–9 in
the Font dialog box, which is described in step 5.
7. To display Bold text, check the box.

8. To display Italic text, check the box.
9. To specify the character size of the text, type the Height in
points.
Background tab or the Logo tab.

20
Creating a Contact Record

The contact record is the center of GoldMine. Once you create a
record for a contact, GoldMine connects all information related to
the individual to the contact record. In addition to identifying data,
such as company, address, e-mail address, and phone data, all
scheduled and completed activities are linked to and recorded in
the contact record.
GoldMine now streamlines contact record creation by separating
the process into three methods to enable you to create exactly the
type of record you need. You can see the new methods from the
File|New Record commands shown below.
You can now:

• Create a New Company and Contact to add a contact at a new
company. This method follows the same procedure as
previously available in GoldMine. For details on creating this
type of record, see “Creating a Contact Record at a New
Company” on the following page.
• Add New Contact to an Existing Company already recorded in
your database to create an additional contact record for the
active contact record. An additional contact is typically an
individual associated with the primary contact, such as an
administrative assistant. For details on creating a contact
record to include with an existing company record, see
“Adding Contacts to a Record” on page 22.
• Create a New Org Chart, Company and Contact to add an
Organization Chart that is linked to the new contact. For
details on creating an Org Chart with a new contact record,
see “Adding an Org Chart, Company, and Contact” on
page 26.
Note: Be sure to check all of the new Org Chart features available in
GoldMine Business Contact Manager v 5.7, which are described in “Working
with the Organization Chart” on page 23.

21
Creating a Contact Record at a New Company

To add a contact record for a new contact at a new company:
1. From the Main Menu, select File, then select New Record|New
Company and Contact.
Note: To add a contact to a new company from the Basic, Getting
Started, or Record toolbar, click .
The New Company and Contact dialog box appears. This

dialog box contains the same entries as previously available
in the Add a New Record dialog box.
2. Complete the entries. For details on completing the entries,

see “Add a contact record” in either GoldMine At a Glance or
GoldMine’s online How Do I.
3. When done, select OK.

22
Adding Contacts to a Record

Using GoldMine Business Contact Manager v5.7, you can now add
an additional contact to a record from the Main Menu. An
additional contact is typically an individual associated with the
primary contact, such as an administrative assistant.
To create an addtional contact for the active contact record:
1. From the Main Menu, select File, then select New Record|Add
New Contact to an Existing Company. The Contact Listing appears.
2. Select the contact record to which you want to add the contact.
The New Contact to an Existing Company dialog box becomes
the active record.
Note: GoldMine fills the Company field with the Company name from
the contact record you selected in the Contact Listing. If you need to
select a different contact, click to display the Contact Listing again.

23
3. Type the full Name of the contact; for example, John James
Doe.
4. Type a ten-digit Phone Number, such as 6025551234. You do

not need to include the separators for area code or prefix.
5. Type the telephone Ext number (if available).
6. To enter a telephone number for other countries, check
International Format, which enters the telephone number
without the formatting used for U.S. and Canadian
telephone numbers.
7. Type the contact’s E-mail Address.
8. Select OK. GoldMine stores the additional contact in the
Contacts tab of the primary contact’s record.
Working with the Organization Chart

GoldMine Business Contact Manager v5.7 features a variety of
enhancements to the Org Chart, including:
• Simple one-click display from within the contact record.
• Special toolbar with icons to execute commands in the Org
Chart.
• Streamlined capability to create a contact record that adds an
Org Chart with a new company.
• New Org Chart management features that enable:
User settings for access rights for any level in the Org Chart
Access to information that tracks the user and date for record
creation last changes to Org Chart records
Viewing the Organization Chart

1. To display the organization chart, perform one of the
following:
• From the Main Menu: select Edit|Record Details|
Organization
• Press b-Q
• On the left side of the contact record, click the dotted
lines, as identified in the following figure.

24
Click to open or close the Org
Chart in the contact record
2. To display a contact record listed in the Org Chart, click on

, , or to the left of the contact entry. When you
display any contact record that has not been linked to an
organization, the left pane will be blank.
3. Click on icons in the Org Chart toolbar to execute the
following commands:
creates an organization—appears before the first
organization has been added in a contact record.
creates an organization, section, or contact entry—
appears after the first organization has been added
in a contact record.
activates an organization or section.
releases an activated organization or section.
copies data from the selected contact record to all

linked records in the same section of the Org Chart.
displays the Org Chart Properties window, from
which all users can track changes to a selected Org
Chart entry. Users with Master Rights can also
grant access rights.
deletes the selected organization, section, or
contact link.

25
Adding an Organization to the Org Chart

1. Inside the organizational chart, right-click to display the
local menu. Select New Org Chart. The New Org Chart Options
dialog box appears.
2. To create an organization, select either:

• Create an Org Chart based on [Company in the active
contact record]: default
or
• Lookup another contact: displays the Contact Listing,
from which you can select another contact record as
the basis of the new org chart.
3. To define the properties of the organization, right-click to
display the local menu, then select Edit—see “Defining Org
Chart Section Properties” on page 26.
Activating an Organization
1. Select the organization that you want to activate.
2. Click in the Org Chart toolbar.
Releasing an Organization
1. Select the activated organization that you want to release.
2. Click in the Org Chart toolbar.

26
Adding an Org Chart, Company, and Contact

GoldMine Business Contact Manager v5.7 offers a new, streamlined
method of simultaneously creating a contact record for a new
company and linking the record to a new Org Chart.
1. From the Main Menu, select File|New Record|New Org Chart
and Contact.
2. Type the Org Chart Name. Once you type a name, the Create a
new section option becomes available.
3. To add a secondary level, such as a division or department,
to the org chart, check Create a new section, then type the
name for the section.
4. Type the name of the contact’s Company; for example,
FrontRange Solutions Inc.
5. Type the full name of the Contact; for example, John James
Doe.
6. Type a ten-digit Phone Number, such as 6025551234. You do

not need to include the separators for area code or prefix.

27
7. Type the telephone Ext number (if available).

8. When you enter telephone numbers for other countries,
check International Format, which enters the telephone
number without the formatting used for U.S. and Canadian
telephone numbers.
7. Type the contact’s E-mail Address.
8. Type the Web Site address for the contact or the contact’s
organization; for example, http://www.frontrange.com.
Note: GoldMine stores the E-mail Address and/or Web Site address in
the Details tab.
9. To create a clone of the active record, check Create duplicate

record. Select this option only if most of the information in
the new record is the same as the active contact record.
10. To replace the active contact record with the newly created
record, leave View in new window blank.
11. To avoid creating a duplicate of an existing contact record,
accept the default selections for Duplicate Checking. These
options enable GoldMine to check for a duplicate record
based on entries in the Phone1, Contact, and E-mail fields. If
wanted, you can also select Company and Org Chart Name.
12. Click OK. GoldMine creates a contact record and adds an
Org Chart with a new company.
Defining Org Chart Section Properties

To define the properties of a selected section in the Org Chart:
1. Right-click to display the local menu, then select Edit. The
Section Properties dialog box appears.

28
2. Type the Section Heading that you want to appear for the
Org Chart. By default, GoldMine displays the title of the
currently selected section.
3. To unlink the active contact record, uncheck Link to [contact].
By default, GoldMine will link the currently selected
contact.
4. To Insert new section within an Org Chart that has multiple
sections, click to display a drop-down list, from which
you can select:
• Under x section: creates a subsidiary folder to the
existing folder.
• Above x section: creates a section at the same level as
the existing folder, and moves the currently selected
section below the existing folder.
5. Select OK.
Setting Access Rights to an Org Chart

1. Select the Org Chart that you want to view, then click
in the Org Chart toolbar. The Org Chart Properties window
appears. By default, GoldMine displays the Access tab.
2. To Limit Read access to specified user(s), click to display a

list from which you can select a GoldMine user or user
group. The default group is (public), which grants read
access to all GoldMine users.

29
3. To Limit Write (update) Access to specified user(s), click to

display a list from which youcan select a GoldMine user or
user group. The default group is (public), which grants read
access to all GoldMine users.
Note: If you change the default setting, make sure that the group
granted Write (update) access is either the same as the user or group
granted Read access, or is a subset of the group granted Read access.
4. When done, either click the Audit tab to view information

about the selected organization, or click OK to close the Org
Chart Properties window.
Displaying Information about the Org Chart

To display the log for an organization or section:
1. Select the Org Chart that you want to view, then click
in the Org Chart toolbar. The Org Chart Properties window
appears.
2. Click the Audit tab.
You can view the following information about the Record

Creation and the record’s Last Update:
• User name the individual who created the organization.
• Date that the organization was created or last modified.
• Time that the organization was either created or last
modified.
3. Click OK to close the Org Chart Properties window.

30
Using GoldMine’s New Scheduling Features

GoldMine streamlines your scheduling with new capabilities to:
• Schedule or complete an activity for any contact in the open
database without having to locate the contact’s record—see
“Changing the Contact when Scheduling or Completing an
Activity” below.
• Send a Meeting Request to a contact who does not use
GoldMine—see “Scheduling Activities for Contacts using
Other Calendar Programs” on page 32.
• Respond to a Meeting Request received from a contact. If you
accept the Meeting Request, GoldMine will schedule the
activity to your Calendar—see “Scheduling Activities
Received from Other Contacts” on page 33.
Changing the Contact when Scheduling or

Completing an Activity
When scheduling or completing an activity, you can select any
contact in the open database while working in the activity record. The
following steps describe working in the Schedule [Activity] window.
However, the procedure is the same for scheduling an activity or
completing an activity.
To schedule or
complete an activity
for a different
primary contact,
click .

31
To schedule or complete an activity for a contact other than the

active contact:
1. From the Detail tab of the Schedule window, click . The

Contact Listing appears.
2. Select the contact for whom you want to schedule or

complete the activity. GoldMine changes the Contact entry
selected from the Contact Listing, and links the activity to the
new contact.
3. Complete the entries in the Detail tab as described in
“Schedule an Activity” in GoldMine At a Glance.

32
Scheduling Activities for Contacts using Other

Calendar Programs
When scheduling an activity, you can now send a notice to the
contact, even if the recipient uses another contact management
application, such as Microsoft Outlook. The contact can use any
iCalendar-enabled application to successfully retrieve the activity
notice.
The activity notice includes all of the necessary data to record the
activity in the recipient’s calendar. If the recipient accepts the
notice, the external application can add the activity to the
recipient’s calendar.
To send an activity notice to a contact:
1. From the Detail tab of the Schedule window, check Send a
Meeting Request to the contact.
You can send

a Meeting Request
fo a scheduled activity
to a contact who
uses any iCalendar-
enabled application
Note: GoldMine uses the primary Internet e-mail address recorded for
the contact.
2. Complete the entries in the Detail tab as described in

“Schedule an activity” in GoldMine At a Glance.

33
Scheduling Activities Received from Other Contacts

You can schedule an activity from a Meeting Request received via
e-mail from a contact, whether the sender created the activity in
GoldMine or another iCalendar-enabled contact management
application. You can retrieve the meeting notice just like any other
Internet e-mail. Once you retrieve the notice, you can respond to
the Meeting Request in a variety of ways. If you accept, GoldMine
records the activity in your Calendar.
To work with activities received via e-mail:
1. Retrieve the e-mail message from GoldMine’s E-mail Center,
as described in “Retrieve e-mail from the Internet” in the
online How Do I. The incoming message will look like one
of the following figures, depending on whether or not you
have selected to Enable IE as E-mail viewer in GoldMine.
Note: If you want to display Meeting Requests with HTML formatting,

you may need to change your GoldMine setup to Enable IE as E-mail
viewer. From GoldMine’s Main Menu, select Edit|Preferences. Click
the Internet tab. Select More Options, then click the Advanced tab.
Check Enable IE as E-mail viewer.
IE-enabled header Plain text message header

2. Select one of the following options:
Any of the above three options displays the Meeting

Request Reply dialog box—see “Responding to a Meeting
Request” on the facing page.If you accept, the new
activity appears in your Calendar, similar to the figure
shown on the following page.
displays a schedule dialog box, from

which you can reschedule the activity, then send a
Counter Proposal Meeting Notice to the original sender—
see “Requesting to Reschedule a Meeting” on page 35.
displays your Calendar for the date of the

received meeting notice, so that you can check your
schedule for the date before making a decision.

34
GoldMine displays the

activity received in the
meeting notice in your
Calendar along with
any previously
scheduled activities.
Responding to a Meeting Request

When you Accept, Decline, or accept a Meeting Request on a Tentative
basis, the Meeting Request Reply dialog box appears.
1. Select one of the following options:

• Send reply: sends a standard iCalendar reply to the sender.
• Edit reply before: allows you to send your own text with
the iCalendar-formatted message.
• Don’t send reply: sends no reply to the sender, but
handles the activity according to your choice to Accept,
Decline, or accept on a Tentative basis.
2. Click OK.

35
Requesting to Reschedule a Meeting

When you select Propose new time in response to a Meeting Request, the
activity editing dialog box appears.
When making
changes to a
Meeting Request, You can
be sure to leave change only
Send a Meeting the Date and
Request update Time to
to the contact Propose
checked new time
1. Change the Date and/or Time fields.

2. To send your suggested changes to the original sender,
make sure to leave Send a Meeting Request update to the
contact checked.
3. Select OK. GoldMine changes your Calendar according to
the entries. Depending on the options provided by the
recipient’s iCalendar-enabled software, the individual may
have the same, or similar, options to Accept, Decline, or to
accept on a Tentative basis.
Canceling an Activity
If you delete an activity from the Calendar for which you sent a
Meeting Request to another contact, the Delete Scheduled Activity
dialog box appears.
When deleting an
activity for which
you sent a Meeting
Request, be sure to
leave Send a Meeting
Request update to
the contact checked

36
1. To send a cancellation notice via e-mail to the Meeting

Request recipient, make sure to leave Send a meeting request
cancel message checked.
2. Select Yes. GoldMine removes the activity from your
Calendar. If retrieved by a GoldMine user, the message
header in the Meeting Notice received by the recipient
will include a button to . Recipients who
use other iCalendar-enabled applications may have a
similar option.
Using One-button Synchronization

For organizations that use GoldSync for synchronization, GoldMine
Business Contact Manager v5.7 offers the new One-button method
for remote, undocked users.When One-button synchronization is
enabled in the remote GoldMine system, the user enjoys a simple,
single-step process to synchronize. Because the remote user cannot
modify any of his synchronization settings, the organization
increases data security and enhances control of information access
for each synchronizing remote system.
To set up One-button synchronization, the GoldSync administrator
must:
• Create a synchronization profile for each remote system that
will run One-button synchronization
• Create either:
File that installs GoldMine on the remote system with the
One-button synchronization profile (new GoldMine user)
or
E-mail with the One-button synchronization profile
attached (existing GoldMine user)
The GoldSync administrator may opt to remove access to the
GoldMine Synchronization Wizard when the One-button
synchronization profile is created for the user. If this option is
selected, the user can no longer access the GoldMine Synchronization
Wizard to change any defined synchronization settings.
To run One-button synchronization, a new user can install
GoldMine using the special installation file created by the
administrator. An existing GoldMine user must set up the One-
button synchronization by retrieving the e-mail that contains the
special synchronization profile.

37
The following sections describe procedures for:

• GoldSync administrator to create a One-button
synchronization profile, and an optional installation file for
an undocked user—see “Creating and Distributing the One-
button Synchronization Profile” below.
• Undocked user procedures to set up the One-button
synchronization profile, and to run One-button
synchronization—see “Using One-button Synchronization
to Update Data” on page 40.
For more information about One-button synchronization, see
“Synchronizing with GoldSync” in GoldMine’s online Help.
Creating and Distributing the One-button

Synchronization Profile
To set up One-button synchronization for a remote user with an
undocked license, the GoldSync administrator must:
1. Create a synchronization profile—see “Creating a
Synchronization Profile” below.
2. Either:
Generate a file that installs GoldMine on the remote system
with the One-button synchronization profile included (new
GoldMine user)—see “Creating an Installation File for an
Undocked User” on the following page
or
Send an e-mail with the One-button synchronization
profile attached (existing GoldMine user)—see “E-mailing
a Synchronization Profile to an Undocked User” on page 39
Creating a Synchronization Profile

Before you can create a One-button synchronization profile, you
must:
• Create an undocked user license—see “Creating a
Sublicense for an Undocked User” in the online Help.
• Add the user to the GoldSync site as a site group member,
as described on the following page.

38
To add the user to the selected GoldSync site:

1. From the GoldSync Administration Center, right-click on the site
group member to display the local menu. Select New Remote Sync
Profile. The GoldSync Site Synchronization Profile Wizard appears.
2. Type a descriptive name for the profile. For example, the

profile name might include the user name of the remote site
group member.
3. When done, select Next>. The second page of the wizard
appears. To complete the wizard, follow the instructions in
“Synchronizing with GoldSync” in GoldMine’s online Help.
Creating an Installation File for an Undocked User

You can create files for a selected undocked user that automatically
install GoldMine with a One-button synchronization profile. This
process also creates a transfer set according to the specifications
defined in the user’s synchronization profile. You must create a
synchronization profile for the user before you can create the
installation file.
To create an installation file:
1. From the GoldSync Administration Center, right-click on the
site group member to display the local menu.
2. Select Create Installation File for One-button Sync. The Create
Remote Install Files dialog box appears.
3. Check the undocked users for whom you want to create
installation files.

39
Note: You can only create installation files for users with previously
defined One-button synchronization profiles. You can process up to five
undocked sites simultaneously. If more than five sites must be
processed, GoldSync will queue the additional sites until resources are
available.
4. Click OK.
The GoldMine Process Monitor shows the progress of the file
creation process.
For each selected user, GoldMine creates installation files

and an initial transfer set, based on profile settings.
Note: Creating the transfer set(s) can be a time-consuming process.
E-mailing a Synchronization Profile to an Undocked User

You can create a synchronization profile for an undocked user
who is already running GoldMine to enable that user to perform
One-button Sync with GoldSync Server. Once created, you can send the
profile as an attachment to Internet e-mail.
To send a synchronization profile to a remote user via e-mail:
1. From the GoldSync Administration Center, right-click on the
site group member in the GoldSync Administration Center to
display the local menu.
2. Select Email Remote Sync Profile.

40
Using One-button Synchronization to Update Data

Undocked remote users can use a simple, one-step process to
synchronize called One-button synchronization.
To use One-button synchronization, a remote user must:
• Set up GoldMine to synchronize by the One-button profile
• Run the One-button synchronization option
Setting up GoldMine for One-button Synchronization

Before an undocked user can use One-button synchronization, the
GoldSync system administrator must create a synchronization
profile for the user, as described in “Creating a Synchronization
Profile” on page 37.
If the undocked user does not have GoldMine installed, the
administrator can create an installation file that will both install
GoldMine and set up the One-button synchronization profile for
the user—see “Creating an Installation File for an Undocked User”
on page 38. This installation package also includes a transfer set
with base contact, Calendar, and other GoldMine data, including
database structures, from the main GoldSync server.
The GoldSync administrator will provide this installation package
to the undocked user by CD-ROM, e-mail, or other distribution
method. If you have questions about the distribution method or
contents of the installation package, contact the GoldSync
administrator.
Note: If the remote user is already synchronizing with GoldMine, the administrator
can send the One-button synchronization profile by e-mail as an attachment.
To install GoldMine with the special installation file that includes

the One-button synchronization profile and a transfer set:
Double-click on the installation file, which will have a file name in
the format username.exe. For example, John Doe might receive the
installation file JOHNDOE.EXE.
Note: Username.exe includes the One-button synchronization profile and a

transfer set of data. The data is automatically extracted from the transfer set
during installation. After the installation, the undocked user can synchronize by
selecting File|Synchronize|One-button Sync with GoldSync Server from
GoldMine’s Main Menu.

41
Synchronizing with One-button Synchronization

An undocked, remote user can synchronize using the One-button
method if the user has either:
• Installed GoldMine with a special One-button
synchronization profile
or
• Retrieved the One-button synchronization profile by e-mail
To run GoldMine’s One-button synchronization:
1. From the Main Menu, select File|Synchronize|One-button Sync
with GoldSync Server.
2. Select Sync.
The GoldMine Process Monitor appears to detail the
synchronization process.

42

Index
A customizing the background, 14–19

adding a background graphic, 15–16
accepting a Meeting Request, 34 adding a logo, 16–18
access right setting for an Org Chart, 28–29 introduction to, 14
Access tab, 28–29 placing text in the background, 18–19
activating an organization, 25
adding D
application startup to a task group, 11–12
declining a Meeting Request, 34
background graphic, 15–16
deleting
document link to the task bar, 12–13
task group, 7
macro to the task bar, 10–13
task item from a task group, 14
Main Menu command to a task group, 9
Org Chart, company, and contact to a
record, 26–27
E
organization to the org chart, 25 e-mailing a synchronization profile to an
task group, 6–7 undocked, 39
task item, 8
Audit tab, 29 G
B GoldSync, 36, 37, 40
GoldSync Administration Center, 38
Basic toolbar icons, 4
H
C
hiding the task bar, 6
canceling an activity scheduled by Meeting HTML formatting in a Meeting Request, 33
Reques, 35
completing an activity L
changing the contact, 30–31
for contacts using other calendar programs, list of new and enhanced features in Gold-
32 Mine 5.7, 3
contact record
adding an Org Chart, company, and
contact, 26–27
adding contacts to a record, 22–23
commands to create, 20
43
44
M P
Meeting Request placing text in the background, 18–19
canceling an activity scheduled by, 35
display header with HTML formatting, 33 R
rescheduling, 35
responding to, 34 releasing an organization, 25
scheduling an activity from, 33–34 removing
moving the task group in the task bar, 7 task group, 7
task item from a task group, 14
N renaming a task group, 7
requesting to reschedule a Meeting Request,
new and enhanced features in GoldMine 5.7 35
contact record creation options, 20–22, 26
customizable background, S
list of, 3
Meeting Request capability, 32–35 scheduling an activity,30–36
new toolbar icons, 4 canceling an activity scheduled by
One-button synchronization, 36–41 Meeting Request, 35
Org Chart enhancements, 23–29 changing the contact when scheduling,
scheduling enhancements, 30–35 30–31
taskbar, 5 for contacts using other calendar
toolbar icons, 4 programs, 32
from a Meeting Notice, 33–36
O introduction to, 30
requesting to reschedule a meeting, 35
One-Button synchronization, 36 responding to a Meeting Request, 34–36
creating a synchronization profile, 37–38 selecting commands from the taskbar, 6
creating an installation file with the setting access rights to an Org Chart, 28–29
profile, 38–39 setting up GoldMine for One-button
creating and distributing the profile, 37–39 synchronization, 40
e-mailing a synchronization profile to an synchronization
undocked, 39 creating a profile for the One-button
introduction to setting up and running, 36 method, 37–38
introduction to using, 40 creating an installation file with the One-
running, 41 button profile, 38–39
setting up GoldMine for, 40 creating and distributing the One-button
Organization Chart synchronization, 37–39
activating an organization, 25 e-mailing a synchronization profile to an
adding an Org Chart, company, and undocked user, 39
contact, 26–27 introduction to One-button, 36
adding an organization to the Org Chart, setting up GoldMine for One-button
25 synchronization, 40
defining Org Chart section properties, synchronizing by the One-button method,
28–29 41
displaying information about, 29
displaying the Org Chart, 23 T
introduction to new features, 23
releasing an organization, 25 taskbar
toolbar, 24 adding a document link to a task group,
12–13
adding a macro to a task group, 10–13

45
adding a Main Menu command to a task

group, 9
adding a task item, 8
adding an application startup to a task
group, 11–12
introduction to, 5
moving the task group in the list, 7
removing a task group, 7
removing a task item from a task group, 14
renaming a task group, 7
selecting commands from, 6
task group, 5
task item, 5

46

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What’s New in Version 5.

GoldMine Business Contact Manager

Defining Org Chart Section Properties .............................................................. 27

GoldMine Business Contact Manager

GoldMine Business Contact Manager

Using Updated Toolbars

Create a contact record Open another contact

Start the timer Insert a note in the active

View the Org Chart for Look up a contact’s record

View personal or public Build a filter

View your personal View the InfoCenter

Edit, print or fax documents Print a report

Set personal preferences Open the E-mail Center

View your Calendar View your Activity List

Complete an activity Schedule an appointment

Schedule a call Schedule a next action

Schedule a sale Send a telephone message

Send GoldMine e-mail Send Internet e-mail

GoldMine Business Contact Manager

Working with the Taskbar

Place your most

Using the taskbar, you can: