GoldMine! Sales & Marketing. User Training Manual Presented by: Help Desk Automation Experts, Inc. ‘17748 Sky Park Cirle, Suite 200, Irvine, CA $2614, (948) 476-8224 | (856) 4HAENOW J www [Link] Copyright® Vertical Marketing 2001 Goldline isa registered trademark of FronlRange Solutions, Inc. DBace isa registered trademark of Borland Intemational Howlett Packard Laser Printer isa registered trademark of Hewlett Packard Company. ‘Microsoft Word isa trademark of Microsoft CorporationGOLDMINE® Version 5.0 Quick Start Training ManualPreface The chapters in this manual are organized into three parts. First, the Objective section outlines the topics to be covered in the chapter. Next, the Discussion section give an overview of the topic and defines the limitations of the various software features you will lear, Lastly, the Training pages provide step by step illustrated instructions for each chapter topic. Type Styles In this manual, certain type styles have different meanings. Normal type is used for explanatory material, such as that which you are reading now. Bold text is used to designate menu commands or choices displayed on your monitor, whether you highlight them, click on them, or press a letter to choose them. Combined menu commands will be displayed in bold print with a series of dots between the commands, as in File..New Record, To use your keyboard, type the underiined letter. Symbols such as @9 and &i) + 0 designate keyboard keys or combinations of keys which are depressed simultaneously. For example, this manual would indicate that you are to press the [Enter] key by displaying G=9). Similarly, this manual would indicate that you are to press the [Shift] and [F1] keys simultaneously by displaying: GB) +0. Notice that the names of keys you should press are displayed as they usually appear on the keyboard. Italics are used for user field labels and dialog boxes or windows displayed on your screen in response to commands. These areas generally require you to enter information or commands. Bold italics are placeholders for information you must provide. For example, if the DELETE command required you to specify which record to delete, this manual would write the command as DELETE record. You would type or select the actual name of the record instead of the word shown in italic type. In addition, you may find important information, notes, hints, and warnings in smal italics. Large type is used for chapter and section headings. Underlined text is used for subsection headings. © 2000 Vertical Marketing, inc. xiData Entry Conventions The word "Select" is used to indicate the selection of a menu command or command button. You can click on your selection with the mouse, or use your keyboard to carry out the action. Bulleted lists will offer several optional ways of accomplishing the same task. General entry conventions include: To make a menu selection: . Press @ + Jetter key from Main Menu, (7D to selection and press . Press + letter key from Main Menu, press fetter of submenu selection * Click menu selection, drag the cursor fo highlight the submenu selection and click * Click a displayed icon To select or deselect a radio button or checkbox: a Press @®) + fetter to selection and press (epee ber) + Click in the button or checkbox To select a command button: ress Ai) + fetter to highlight selection and press * Click in the button or checkbox To enter information in a field: + Press @ + fetter. Type a value, or press ©) for a lookup window. Do highlight a selection and press =) * Click in the field. Type a value or right-click for a lookup window. Double-click a selection. * Click on the spin controls to make a selection. . Press @® + @ or click on the @ with the mouse to open a drop down list box. Make a selection from the list using the keyboard or mouse. To move to the next window in a Wizard: Gi Press =) when Next> or Back is highlighted * Click the command button xii (© 2000 Vertical Marketing, IneMouse Overview This manual assumes you are using @ mouse with the left mouse button configured as the primary button, All clicks are assumed to be single left clicks unless otherwise indicated. “Point" means to position the pointer on the desired area of input or choice. “Click” means to press and immediately release the mouse button without moving the mouse pointer. “Double-click” means to click twice in rapid succession without moving the mouse pointer. "Drag" means to click and hold the mouse button while moving, or dragging, the mouse pointer across the screen. Release the button when the object is where you wish it to be placed. Keyboard Overview ‘A keyboard can be used for almost all GoldMine commands and functions, if you do not have a mouse, or prefer to use the keyboard, most menu commands are activated by pressing the @ key and the underlined letter key simultaneously. Pulldown menu commands or browse window choices are activated by typing the underlined letter or using your (LI) keys to move the lightbar to your choice and pressing =). Local menus are accessed using the bar, Lookup Windows using the ©2) key. One final word about keyboards. This manual will refer to the Enter, or Retum key as (5. This character refers to the same keystroke that provides a carriage retum or ends a command. About This Manual This manual has been designed for a computer user to learn the capabilities of the GoldMine for Windows 4,0 contact management system using textbook study and practical applications on the system. It is not meant to replace the GoldMine Reference Guides, but act as a supplement and step-by-step desktop reference material. This manual assumes you are familiar with computers or orviine terminals, basic computer terminology, understand file management, and have a basic knowledge of the Windows 95 environment ‘© 2000 Vertical Marketing, Inc. xiliGoldMine for Windows 5.0: Quick Start Manual Table of Contents Chapter 1 - Introduction to Screens & Menus... Lookup Windows. Editing Lookup Windows. Using the Graphical Clock... Using the Graphical Calenda .. Tab Bar. Local Meni Basic Toolbar... The Keyboard... Hot Keys... Getting Help ....... Exiting GoldMine . Chapter 2 - The Contact Record Objectives: Discussion. ‘Contact Recor Adding a New Contact. Key Fields Editing Contacts... Personal Rolodex... Deleting Contacts. Deleting Contact Records .. Delete Wizard. Hints, Tips and ©2000 Vertical Marketing, Inc.Chapter 3 - The Tab Bar Objectives wn. Discussion. Chapter 4 - Querying the Contact Database. 33 34 The Tab Bai . 35 Local Menus .. eaten 36 Summary Tab. Fields Tab..... Viewing and Editing an Additional Contact Contacts Tab Local Menu wn... Details Tab Adding a Standard Detail Det b Local Menu 45 Viewing and Editing Standard Details. 45 Adding an Expanded Detail 46 Referrals Tab. 48 Creating a Referral. . 49 Audit Tab... 50 Status Tab 50 Pending Tab....... 51 History Tab 52 Links Tab... 53 Members Tab . 54 Tracks Tab. - 85 Opportunity Tab. Projects Tab... Objectives Discussion... Finding a Contact Record... Contact Listing Finding Detail Records... Seat tte Searching for a Value Within a Field... : z HOA Using the Goto Menu .. : 65 Chapter 5 - Scheduling Contact Activities 67 Objectives 67 DISCUSSION. nnn 68 ‘Scheduling Commands. 69 Activity Codes... 70 ‘Scheduling an Activity... 1 Alarms . 73 Scheduling an Activity for Multiple Users we 74 Resources Master File... 75 Resources Folder. 76 Determining Available Tim 7 Scheduling Recurring Activ 78 Group Scheduling... 79 Scheduling an Event 80 Scheduling a Forecasted Sale 82 xvi (© 2000 Vertical Marketing IncConflict Checking .. Unscheduled Activities ..mrneennnei Setting Up a To-Do List. Scheduling a Literature Request. Chapter 6 - Activity Listings. QD]NCHIVES senso Discussion. The Activity Activity List Local Menus... Pending Tab Graphical Calendar Display Calendar Local Menus .. Planner Folder. Outline Folder.. Peg Board Folder Chapter 7 - Completing Activities ‘Objectives........ Discussion. ‘Completing an Activity... ‘Completing a Forecasted Sale... Using Local Menu Complete Commands... ‘Completing Timed Calls With the Dial Menu... Viewing Contact Record History... Viewing User's Completed Activities .. ‘Appendix A Copyright and Trademarks... (© 1998 Vertical Marketing, Inc. xviiChapter 7 - Introduction to Screens & Menus Objectives In this lesson, you will learn how to: Utilize GOLDMINE for increased productivity Start the GOLDMINE program Understand screen layout Select menu options Get help from GOLDMINE Exit the GOLDMINE program (© 2000 Vertical Marketing, Inc.Chapter 1 - Introduction to Screens & Menus GOLDMINE 5.0 Discussion GOLDMINE provides an automated system for managing your contact records and activities. If you are working with others, it supplies a central location for all the data related to a single contact for use by everyone who needs to see and support that contact. By providing single keystroke responses to prompted questions, you can collect, organize, and update information for every lead, every contact, and every account management task. With GOLDMINE you will be able to view the complete history of your existing contacts, create reports, analysis and forecasts of your sales or activities, determine your To-Do list for the day, and even look at your upcoming week or month. GOLDMINE helps you to plan effectively by eliminating scheduling conflicts automatically. GOLDMINE will also allow you to search your account information in a variety of ways. For example, GOLDMINE can tell you which customers bought a particular product from you during a specific time period. If you are going on the road, GOLDMINE can quickly tell you who your most profitable customers are in the ZIP codes where you will be traveling, and the date you last contacted them. It will supply customer service with a complete history of when the client called, what they said, who helped them and what action was taken. GOLDMINE can be customized to track due dates, collect sales or accounting information, or reply automatically to requests for information. The focus today is how to be more effective in contacting potential prospects and keeping current customers. GOLDMINE was designed to make this happen. 2 © 2000 Vertical Marketing, IncGOLDMINE 5.0. Chapter 1 - Introduction to Screens & Menus: GOLOMINE Features Here are some of the features that will make account management more efficient: + Ability to create an unlimited number of contacts. + Quick menu or icon selection and ©) lookup window data lists. + Ability to define and customize your own data fields and views. * Scheduling of multiple activities for each account. + Task and calendar listings to keep on top of scheduled activities. * DDE links to Microsoft Office Word for Windows for merging contact data automatically to form letters, faxes, and memos. These documents can then be linked to the contact record in GOLDMINE. + Virtually unlimited (64K) free-form note entry for each contact. + Automatic alarms which act as reminders of scheduled activities. + Easily generated reports reflecting past, present, and future activities. + Powerful search and query functions make a large client base and/or geographic area manageable. + Calendar activities which are linked with the contact for which they were scheduled. + Automatic completed activities history maintained for all contacts and users. + Built-in statistical and graphical activity analysis functions. + Telemarketing, branching, and topic scripts. + Automatic scheduled "touches" to keep in contact with prospects and customers. * Built-in project management tools to effectively manage multiple projects per contact record. + Complete internet integration. © 2000 Vertical Marketing, Inc 3Chapter 1 - Introduction to Screens & Menus GOLDMINE 5.0 Starting GOLOMINE 1 Locate the GOLDMINE icon on your desktop. Double click on the B icon, or select Start...Programs...GoldMine 5.0 from the Windows HE socho] task bar. 2. Type Username and Password, if any, and select OK or press & _GOLDMINE is NOT case sensitive. GoldMiner 5.0 ‘Standard Edition Version 5.00.041 November 1999 Vertical Marketing, Inc Seal Number D-0001-16088428 GOLDMINE will display the last database and contact record that you worked on. 4 (© 2000 Vertical Marketing, Inc.GOLDMINE 5.0 Chapter 1 - Introduction to Screens & Menus The Main Work Area GOLDMINE’s main work area is divided into three parts: The window's Title Bar, Main Menu and Toolbar are displayed across the top of the screen. Use the Main Menu and toolbar with the keyboard, or mouse, to execute every major function within GOLDMINE. At the bottom of the window is the Status Bar which contains the current date, time, name of the logged in user, and active database. |@ Daphne Duck [-] [F conoon waren taro Prone) RITEHETODD Ew Cont! Dane Dich Prone? UOSHE128 Ba Cat en Lae et Freee ba : Tite Vice President, Fax @u0g1s3479 Et + | Sowce § MeDuck Ema dévek@wotdede com | we Ste wr bt com coer Conse Type Custom: Indust, Constant Cy Lakelang Inetest GolMineZG olde stae Mi 2 62503 Acer Hing He Mahan County Unwed States Mage Oper Surevay\, Fells \ Notes \Conacte\\ Dele \Felerale\ Perding \ Hilo \ Linke \\ ¢]> Comers {at Contact 03/07/90 5125 Prev les. Schedule Appinment Lea itenet New Step, Revew Proposal Len Update 02/19/00 MASTER Nea Actor Aoporimact 03/23/00, Crestor 03/19/00 DAVID aback Fevecast Record 2012 ‘The middie part of the screen is called the Work Area. Information on the displays in the work area are held in a data field. Each data field is preceded by the field label, which describes the field. ¥® When the mouse pointer is placed on an icon, or a main menu command is hightighted, a description of the command will appear on the left side of the status bar. @® Use Edit.. Preferences and select the Miscellaneous tab to run the default GOLDMINE 4.0 menu. ‘© 2000 Vertical Marketing, Inc.Chapter 1 - Introduction to Screens & Menus GOLDMINE 5.0 Information Displays GOLDMINE displays information in various window displays in the central work area. The active window will always have a different Title Bar color. Several windows can be open at the same time. When you select a menu command, it always operates on the window that is active, even if the screen shows a different window on top. GOLDMINE main windows include: Contact Record - information centered around the contact. Activity List - Activity information displayed for all contact records by the user. Calendar - Activity information for all contact records displayed on a graphical calendar, by user Filters and Groups - User defined groups of contact records. Rolodex - User's personal telephone list. Contact Listing - A list of all contact records used to locate a contact in the database using the GOLDMINE lookup functions. Scripts - Display of topic and branching Scripts. InfoCenter - May list current program requirements and other information to assist the sales efforts. Project Manager — A management tool for ongoing projects Opportunity Manager — A management tool for opportunities Document Management Center — Lists all merge documents and attributes E-Mail Center — Manages e-mail correspondence The appearance of the window display, and its associated windows and dialog boxes, is manipulated with the Control menu, the Main Menu Window command menu or the mouse. 6 © 2000 Vertical Marketing, Inc.GOLDMINE 5.0 Chapter 1 - Introduction to Screens & Menus Manipulating Windows The Control menu is located in the upper left corner of the Title Bar, and is Hore usually represented by a tile or icon. It can be displayed for use in two ways: Size | Wainze * Click on the tile, or icon, in the upper left comer Jie + Press BB+ when a window is open Close AIA - lolx Click on the icons in the right corner of most windows to minimize, maximize or close a window. Closing the main window will usually close the program. The size and location of a window can be changed with the mouse. Click on, and drag, the edge to the desired size Click on, and drag, the Title Bar of any window to move the box to another location on the screen. The Window command on the Main Menu bar provides additional options for working with windows. Tile - Arranges and sizes open windows vertically so all are visible. Tile Wide — Arranges and sizes open windows horizontally so all are visible. Cascade - Stacks open windows so all tile bars are visible. Arrange icons - Arranges open window icons Close All - Closes all open windows. Tool Bar and Status Bar - Opens (add a check) or closes (delete the check) the bars. © 2000 Vertical Marketing, Inc 7Chapter 1 - Introduction to Screens & Menus GOLDMINE 5.0 Main Menu Bar GOLDMINE uses a standard Windows pull-down menu system, both on the main screen, and in dialog boxes and windows. The Main Menu bar appears across the top of the GOLDMINE screen. To select a Main Menu command and display the pull-down menu: + Place the mouse pointer on any Main menu command and click the left mouse button = Press the @) + letter combination To select a command in a pull-down menu: * Glick the choice + Press the letter . Use 4D to move the lightbar to the command and press Some pull-down menu commands have a secondary command menu or submenu that is noted by a right- facing arrow next to the command. Be Gompery. Contact Menu commands with an ellipsis (..) _|rggpe__Detal Recores oy. will display additional dialog boxes etd rag SCSOSC*«S which must be completed before the =: so1 cuore. ‘County command can be carried out. Se AccountNow Contact Tyne. Indust, Interest = Acertngr Fels \ Nae \Conacs\, 0° Oben To collapse menu command boxes . Press Gee) * Click on another menu choice or tab folder 8 © 2000 Vertical Marketing, nc.GOLDMINE 5.0 Chapter 1 - Introduction to Screens & Menus. Pulldown menus are also available in dialog boxes and windows. if a pull down menu is available for a command choice, a @) is displayed at the end of the field. To open and make a selection from this type of pull-down menu: + Click once on the down arrow, then click on your choice. . Press the command's @l+ fetter combination then press @® + @). . Use to move the highlight to your choice and press End Velue: [Wold Wide Webb Foot @ Primary Contacts X 4 © Additgnal Contact T Stink W Sige lan wad Sovt Order [Company td Cohan: =i I Syne Contact Window Company Contact Phonet » GoldMine Software Corporation | JonV. Ferrara (31054-6800 i Heather Hill Scott Leonidsky (216}294-4664 Kaiser Permanente Motley Williams (803)712-2222 LANConquest Matty Specca (770)730-6800 Latham & Wetkine lan Kendall (2139834-1234 Novell Hoty Stechid (512/399-8888 4 The Flower Shop ‘Sue Hil (818)678-4567 | Gabe Kaplan (516)337-8844 ‘Daphne Duck”) | (277)555- 7000" t Y8—_Acommand, or menu, choice may sometimes appear dimmed. This indicates that the choice isn’t applicable, an additional selection must be made first, or the choice is unavailable due to a security restriction © 2000 Verical Marketing, Ine 9Chapter 1 - Introduction to Screens & Menus GOLDMINE 5.0 Browse Window A Browse window is a dialog box using a column style to display information. Elevator bars and scroll arrows located to the right of the windows allow you to navigate quickly through the listings. To make a selection in a Browse window: + Click once on your choice to highlight . Use (0D to move the lightbar to your choice Command and menu choices will operate on the highlighted selection. Choose and execute a command by using a command button or local menu choice (see section on local menus), RS cache Name [code Descriston Custodian CONF =. CONT | Laige Conference Room Nici * CONF? CON2 | Small Conference Room ! See PROD FRO! vethead Projector To close a Browse Window: - Select OK, Close, or Cancel . Use the Control menu or icons. . Press Al) + Fa) 17) + entries. ‘or C4) + gO) will move the lightbar to the top or bottom browse window 10 © 2000 Vertical Marketing, IncGOLDMINE 5.0 Chapter 1 - Introduction to Screens & Menus Lookup Window windows containing standard values for | data entry fields. Most fields on the New contact record have lookup windows lane ‘it Advertising oe associated with them. asenerar ty Engnectng In some dialog boxes and windows, fields | | ahcing —< | for which lookup windows are available was Seup can be identified by the spin control (a set_|| | cust" of up/down arrows) located to the right of || | Sonics gai the field. Sheen Select To enter data using a lookup window: 1 Place the cursor in the desired field 2. Press @or right click in the field to display the lookup window. 3. Double-click to choose an option from the displayed list or 3, Press the first letter, then use (1D) to highlight your choice and press 4. To close a lookup window without making a selection: * Double click on a menu choice Select the Cancel button + Use the Control menu or icons + Press G3) Y@ Ifa value in the lookup window ends in a semicolon (;), the data is added to} the end of the data already in the field, instead of replacing the data in the field. If the value ends in a percentage sign (%), the value is added to the Start of the data already in the field. Text following a “/!" is treated as a comment and is not inserted into the field. | © 2000 Vertical Marketing, ine 4Chapter 1 - Introduction to Screens & Menus GOLDMINE 5.0 Editing Lookup Windows Entries in lookup windows can be changed, or added. This process is normally done during data design or by the database administrator... Review the ‘Database Administrator’ manual for instructions. Data selection and reporting often depends on the use of standard data elements as contained in the lookup windows. Using the Graphical Clock Fields defined as time fields will display a graphical ciock lookup window (found in ‘Scheduling/Completing Activity dialog boxes). To display the graphical clock: to the field and press 2) + Position the mouse pointer over the field and right click The marks on the clock perimeter indicate 15 minute intervals, Select the AM or PM radio button. Click anywhere on the perimeter to set the time. Select OK to enter the time in the field. The keyboard does not work on the clock in this window. Using the Graphical Calendar Fields defined as date fields will display a Sunday, graphical calendar lookup window. To display the graphical calendar: Sun Moo Tue Wed Thu fii Sat mW) . to the field and press ©) + Position the mouse pointer over the field and right click Use the Month and Year VCR buttons to change the calendar display. Highlight the date and choose Select to insert the date in the field. The default is today's date. & A ty Cae] ees | 12 © 2000 Vertical Marketing, nc.GOLDMINE 5.0 Chapter 1 - Introduction to Screens & Menus Tab The lower half of the contact record contains tab folders which display different information views, Most tab folders are a type of Browse window. To open a Tab Bar folder: + Click on the tab . Use the Gi) + Jetter Hot Key + Use the Edit...Record Details menu commands on the Main Menu bar Sunmay\\ Feds \ Netes \Oanaot\ Detais \Retoras\ Pending” Histo \ Links \\\ ¢ Bats___[Use___[2ehuiy [Ren] Reteance r a i om Zook a Options» | Find. Ouputto » Delete, Edit Local Menu Local menus are available for most windows in GOLDMINE. These menu commands are not global. They affect only the options or information in their window. To open a local menu: + Place your mouse pointer in a window and right click . Press the ===) when the window is open To select a local menu command: + Double-click on the choice . Use 4) to move the lightbar to your choice and press ==) Close local menus by pressini or clicking anywhere outside the menu. (© 2000 Vertical Marketing, Inc. 13Chapter 4 - Introduction to Screens & Menus GOLDMINE 5.0 Basic Toolbar The toolbar icons are mouse shortcuts for a series of commonly used menu commands, Moving your mouse pointer over the icon displays a description of its function on the Status Bar and a flyout text box containing a quick help message. The Basic toolbar contains the most commonly used icons from several toolbars. Click on a toolbar icon with the left mouse button to execute the command it represents. Create new record 5 Fitters Eile...New Record Lookup...Filters Open contact file Eile...Open Database View personal Rolodex View...Personal Rolodex Print document Contact...Write...Mail Merge View another record iew...New Contact Window Dial Phone InfoCenter Contact..Dial Phone...Dial View...InfoCenter Phone 4 Start timer Print reports 2|al[es| [lle Edit...Timer...Start Timer File...Print Reports Preferences Edit...Preferences Insert a note Contact...Insert 2 note View Organization Chart View calendar Edit...Record View...Calendar Details... Organization Chart Find Contact View activity list Lookup...Contact View...Activity List Complete View Groups ‘Complete..Pending Activties. View...Contact Groups Schedule Appointment Schedule...Appointment Fitters Lookup...ilters [2 [Es | | | [BB PISife E el WSs 14 © 2000 Vertical Marketing, Inc.GOLDMINE 5.0 Chapter 1 - Introduction to Screens & Menus Schedule @ call Take a phone message Sal ‘Schedule...Call Contact...Take a Phone otal ‘Schedule next action Send GOLDMINE E-mail #) ‘Schedule...Forecasted Sale Contact...Create E- mail...Message to Contact The icons displayed above are located on the Basic toolbar and will serve the purposes of most users. Click with the right mouse button on any toolbar area outside the icons to display the toolbar local menu. Users can change the icons displayed on their toolbars using the commands and options found in this menu. © 2000 Vertical Marketing, Inc. 15Chapter 1 - Introduction to Screens & Menus GOLDMINE 5.0 The Keyboard Many keys have special definitions within GOLDMINE. Their usage can vary within different parts of the program. Use these keys to enter or edit information while in edit mode: Moves cursor to next field. Moves cursor back to previous field. oa Moves cursor to next field. a Moves cursor one character to the left. ea Moves cursor one character to the right. Moves cursor left one word within field. Moves cursor right one word within field. Positions cursor at the beginning of field Moves cursor to the end of current field. Save current entry, exits edit. Erases character to left of cursor. Erases the character the cursor is on. Ee Exits edit without saving current field edit. @ Access lookup window, calendar, or clock. Ces Z Undo the last edit action. 16 (© 2000 Vertical Marketing, Inc.GOLDMINE 5.0 Chapter 1 - Introduction to Screens & Menus Other keys on the keyboard affect command menus. Below is a summary of command menu navigation keys. Horizontal Menu Keys @Y + fetter Ge When a pulledown menu is open: Se Ss When no pull-down menu is open: oO ey Special Case For Sul o a Select a Main Menu, dialog box, or button command. Collapse a menu Move one Main Menu command to the left. Move one Main Menu command to the right or opens highlighted command's sub-menu, Move one Tab to the left. Move one Tab to the right. Select the highlighted menu command. Move the highlight to the menu command above. Move the highlight to the menu command below. Collapse the current menu Returns to Main pull-down command menu. Displays sub-menu or highlighted command © 2000 Vertical Marketing, Inc 47Chapter 4 - Introduction to Screens & Menus Hot Keys GOLDMINE 5.0 To quickly view the current contact's tab bar folders using the keyboard oa +S) on+® + a+® a+ @) oo +0 +B on+D Other key combinations include: Ga+ +O Gor +8 w+ a B® a +O Summary Tab Fields Tab Notes Tab Contacts Tab Details Tab Referrals Tab Pending Tab History Tab Links Tab ‘Members Tab ‘Tracks Tab Opportunity Tab Projects Tab Organization Chart Dial Phone Field 1, 2, 3. Dial Fax Phone. Close a dialog box or exit GOLDMINE Close a window. Moves to next open window object. Help Files (except in edit mode) Access lookup windows. Edit active contact record, Insert a note on Notes tab Cycle between open Windows programs (known as Multi-Tasking) 18 © 2000 Vertical Marketing, IncGOLDMINE 5.0 Chapter 1 - Introduction to Screens & Menus Getting Help To access on-line help instructions: + Press + Click Help on the Main Menu bar Select How Do | for a menu of step-by-step instructions to perform commonly used GOLDMINE procedures. Select Help Topics to access traditional on-line help. The Index tab folder, similar to most windows Help options, allows searches for a help subject by typing in the first few letters of your choice. If the heading is available, it will appear in the lower window. Use the mouse, or keyboard to open the help subject. The Find folder allows a search for specific words or phrases in help topics, using a series of windows known as a Wizard. To make selections in a Wizard window, press + letter or click to choose a radio button. Select Next> to move to the next window ish to complete the task and exit. Peace en [21x] Contents Jide | Feed | Clk abook, ard then efck Oper. Or cl another ab uch a Index Ei HB Working itr Contact information ID tenacing Activities SB Conmunicsing vith Oters 1S Customierg GoldMine 1D Autcmsied Proce 1D Anayaing Da 1B Menacing nfesmation 1@ Synchronizing Data DH sinesining Goldvine 1D Advances Topics 1 Troubleshooting Guide 1@ GoiMine Sottwere Corporation Be] am. | cee The Help...About menu contains information pertaining to the GOLDMINE version and serial number. This information is important when calling for support or technical updates. (© 2000 Vertical Marketing, Inc 19Chapter 1 - Introduction to Screens & Menus GOLDMINE 5.0 Exiting GOLOMINE 1. Close all open windows and dialog boxes. 2. Click File..Exit Exiting GOLDMINE while in edit mode will save all changes except changes made to the field containing the cursor (this includes new notes). Erne File Edt View Lookup Comtact Schedule Complele Tools Window Help Pier AML 2S |OBSU BSBe New Database. Maintain Daiebases..._ fa Pech BITES 100 Phoned PUSEEI2 Ex Col Last Duck Phoned be sa Dear Me: Duck FAK (@O0S1S9079 Et eon fst Ensi cduck@uoldrie com |Web Ste: vn aneblont om Synchonze ; Ccntigue : Leg wey Inet Gane tne Loginanoher ser. | ze san seonng Neu eater eee a oon Est a Sanna Fai \ Home \Gotats\ Daas Relat eres Woo \ uns \N\ «>| Date User Aciviy _ [Resut] Reference zz [Schade Apporiment I 4 a We know it’s tempting to quickly shut your computer off after a long day of entering and reviewing data, but PLEASE, PLEASE remember to Exit GoldMine and return to the Windows prompt before turning off the power. A variety of mysterious things have been known to happen to open data files after an abrupt power cut-off. xe 2000 Vertical Marketing 20Chapter 2- The Contact Record Objectives In this lesson, you will learn how to: Add a new contact Edit a contact Delete a contact Use the Delete Wizard © 2000 Vertical Marketing, Inc 21Chapter 2 - The Contact Record GOLDMINE 5.0 Discussion GOLDMINEs design is based on the idea that day-to-day business activities involve interaction between you and your contacts. GOLDMINE relates these activities or actions to the contact or contacts for whom they were performed. The contact's record is the anchor to which all this information is tied. The decision on how to add individual records for several people working at the same company is often a difficult one. One option is to add the additional people as Other Contacts on the Contacts tab folder. A second option is to add the contact as an Other Contact, then create a record from that entry. The new contact record is now linked to the old record, The Organization Chart can also be used to link multiple contact records to a single organization. This procedure is one of the many decisions that must be made and documented for all users during the customization of the GOLDMINE system It is extremely important to follow consistent protocols for entering information in the data fields of all contact records. Because the information in these fields will be used for managing lookups, searches, reports, groups, and mailings, we recommend setting up strict, written, field entry protocols and procedures that all users must follow. Example: Enter U.S., not US, or U S, or United States. GOLDMINE sees each variation as a different entry even though they may have the same meaning to you. If you are conducting a search for all entries of U.S., the search will not locate US, U S, or United States. 22 (© 2000 Vertical Marketing, IncGOLDMINE 5.0 Chapter 2 - The Contact Record Contact Record Information centered around a contact, such as name, phone numbers, address information, and tab folder views are displayed on a Contact Record Contact information in the contact record is divided into two portions. The upper half contains the same data fields for all contacts. The lower half, the Tab Bar, contains 2 variety of additional information folders and is discussed in "The Tab Bar" chapter. Some tab folders display different information for each contact. Tete [x] Company: World Wide Webb Fact Phoned: (21715551000 Ext Contact Daphne Duck Phone2: (7035561238 Ext Cell Dept Lae Phoned Ext Till Vice President Dear: Ms. Duck Fisk (00)3199473 Et Source: §. MeDuck Asst Exmait dduck@[Link] (——$——_____________ web site sm wnenebfeot com ‘Aadiess 230 Quacker Court Contact Type: Customer Industy: Coneutant iy: Lekelana Interest GoldMine/GoldSyne State: Ml Zo: 62508, Acent Mag, Nici Matlandt Courity United States Merge: Open: [_Summawy\, Fields \ Notes \Contects\ Details \Refenals \ Pending \ Hitoy \ Linke \\\ «| >] Comment Las onset (8/07/00 6126m Prev Fesut Schedule Azpoivimert Last attempt Next Step: Review Proposal Lost Update, 03/19/00 MASTER Newt Aetion Appoiniment’ 03/28/00 Creation 03/19/00 DAVID Cal ack Forecast Fecaid 2012 © 2000 Vertical Marketing, Inc, 23Chapter 2 - The Contact Record GOLDMINE 5.0 Adding a New Contact 1. Select File...New Record or click on the Create New Record icon 2. Type the contact information in the dialog box using (8), not Enter) to move through the fields. The e-mail address will be placed on the main screen and in the Details tab TET Compeny [wena wide webb Foot Contact Daphne Dusk Phone unter Ext . [orrsssr000 — LI inenaicratFomt Ernst Actes dick uote oom Web Site [wow wwrwvebfoct com Creation Mathcd ——— -Oupicsie Checking : Cheat dicate road T Meni new window FF Phere number I Contect name FF E-malladéiess T Company name 3 Accept the default Creation entries. 4 Press == or click on OK to create the contact record. 5. Complete the balance of the data fields using [5) to move through the fields. 6. Accept the default Duplicate Checking method, or click a checkbox to change. 7. Press or click OK to save. “® Enter an International Number by selecting the International Format checkbox. 24 (© 2000 Vertical Marketing, IncGOLDMINE 5.0 Chapter 2 - The Contact Record 8 If you are using Automated Processes, or need an added level of security, click Edit...Record Properties and select the Ownership tab to insert a record owner. (See Chapter on “Customizing GoldMine for further information on assigning Record Ownership), te Mae ey Phone Fomating Ownership | Aste | Tetestct access fo the cuent contact econ, options: Cured oy: (AAA =] y- Record Cutining ——— 1 | © None | | © Basia | | © Complete | aK Conca YB By default, GOLDMINE uses the values in Phone? and E-mail Address to check for duplicate records. Consider using Phonet for the main switchboard number in offices with direct dial and Phone? for the direct dial number and extension. This will assist your duplicate record checking efforts. © 2000 Vertical Marketing, Inc 25Chapter 2 - The Contact Record GOLDMINE 5.0 Key Fields The five fields on the right of the screen, under the telephone number section, are the KEY FIELDS. These user-defined, indexed, fields contain vital information and should usually be considered Required Input using the lookup window data only. Use key fields to maintain contact data that you need to see and sort through quickly (see the chapter on "Querying the Database”. Key Field labels (the identifying text next to the left of the field) are user defined. You may define different labels for each database. To change the label, hold down the Gt) key and double click the label. Only users with Master-Rights can change field labels: 4 Key Fields cannot be defined as date or numeric fields. Although you can type a date or number value in the field, the value will only sort alphanumerically. Date values, therefore, must be entered as YYYYMMDD to sort correctly. Editing Contacts To edit contact information on the active contact record: 1 26 Display the contact record requiring an edit. (See chapter on "Querying the Database"). Place your mouse cursor in the data field and left click to display a cursor. a and type new information as needed. Double-click in the field to highlight the contents for complete replacement. If you want to abort the changes, press Ess) Press G=9 to save and exit editing at any time. © 2000 Vertical Marketing, IneChapter 2 - The Contact Rec GOLDMINE 5.0 Personal Rolodex The Personal Rolodex holds a limited number of offen used phone numbers. The personal rolodex can only be viewed by the user that created it. |B 1. To view the rolodex: + Select View...Personal Rolodex from the Main Menu bar | . Click the View Your Personal Rolodex icon 1. Use the command buttons or local menu commands to add New contacts, Edit existing contacts, Output the names to a printer or list, or Delete contact names and phone numbers =: NICI's Personal Rolodex Eind Contact [cr SS s& (oe) ue | coe | peste Contact Prone a Chatie Wyle | a10)361-1857 2] David Call } 17osje64.485 Dt. McCants (7035236884 Margaret Keg (Gi OeEs. 0859 Find Contact - type all or part of the contact’s name and GOLDMINE will highlight the entry closest to the value entered, To phone the highlighted entry using the modem in your computer, select Dial to activate the autodialer, then Pick-up the call to close and reset the modem port. (© 2000 Vertical Marketing, Inc, 27Chapter 2 - The Contact Record _GOLDMINE 5.0 Deleting Contact Records 1 2. Display the contact record you wish to delete using the Lookup command. Click Edit...Delete Contact. Click the checkboxes to delete the Contact Record, ‘Scheduled Activities and History Records. Related additional contacts and referrals are deleted with the contact. Hg Please select the lype of records you wish to delete for the current contact recerd M Delete contacts scheduled activites Delete contacts histoy records F Delete contsct’s apportuniy/project records IF Synchrorze this record deletions Select whether to Synchronize this record's deletions to other users during synchronization. (Synchronization settings take precedence over this selection). Click Delete. Although GOLDMINE 4.0 syncs deleted records to other computers, it is suggested you consider the problems inherent in allowing every user to delete records. We suggest using a Housekeeping field where users insert an entry on the records they wish to delete. Allow only the database administrator rights to globally delete approved contact records. Deleting contact records in GOLDMINE only MARKS the record for deletion. While you cannot see them, a record delete in error can be recovered using the BR database utility. When you Pack/Rebuild your database the contact records will be physically removed from the database and the hard drive. Deleted records can only be recovered from backup disks after a Pack/Rebuild 28 ©2000 Vertical Marketing, Inc.GOLDMINE 5.0 Chapter 2 - The Contact Record Delete Wizard Contact records and their associated activities can be deleted using the Delete Wizard. The Delete Wizard easily and accurately deletes old history records, just the contact on the screen or a collection of contacts you created with a filter or group. 1. Display the contact you wish to delete using the Lookup command or activate a filter or group to delete multiple contacts. (See chapter on "Filters and Groups") 2. Select Tools...Delete Records Wizard Welcome to the Delete Wizard! This delete wizard wil help you remove unwanted contact recoids and/or outdated hist fem your dolabese easly end accurate To begin please select one ofthe folowing epions: © Delete old histay records © Delete ALL lftered) contact records ‘ cove 3. Use your mouse, (5) and Crees ber), or Al) + fetter keys to select a deletion option. Delete Old History Records - Removes history records from selected contact records prior to the cutoff date entered in the Next> screen Delete ALL Contact Records - Deletes all records in the database, or all contact records who are members of the active filter or group. A group or filter must be active or ALL RECORDS IN YOUR DATABASE WILL BE DELETED!!! Delete This Contact Record - Deletes only the active contact record. (©2000 Vertical Marketing, Inc 29Chapter 2 - The Contact Record _____ GoLpmine 5.0 4 Choose Next to open the next window. Delete This Contact Record Goldline will deat the cuent contact record and ts telated edeional contacts profles and elena’, Todelete actly ecotds inked to the contacts) select ‘one cr mere of the folowing optene: F Delete contact’ histoy records ltyou do not want to synchronize deletions. uncheck the folowing option FF Synchronize deletions Use your mouse, (25) and (2s &), or i + fetter keys to select additional options as desired. 'f you do not wish the deletions to move to the server (i.e. you are a sales person and have given the record to someone in another territory), uncheck the Synchronize deletions checkbox. Since History files are used for viewing a user's Completed Activities, ] deleting History Records affects activity analysis statistics and reports. | NOTE FOLLOWING: * If Delete ALL Contact Records is highlighted, the entire group that this | contact is a part of will be deleted. When deleting multiple records, make Sure a group or filter is active and that there is a current backup! | 7. Select Finish to delete Record(s) or History. 30 © 2000 Vertical Marketing, Inc.GOLDMINE 5.0 Chapter 2 - The Contact Record Hints, Tips and Tricks The name entered in the Contact field on the contact record should be entered first name, then last name, with no salutation or suffix (Mr., Ms., Dr., Jr., Sr. etc.). Enter the correct letter salutation in the Dear field such as Dr. Smith, Mrs. Jones, or Mr. Brown. Design merge forms to insert the salutation from the Dear field so group merges to both Main and Other contacts is successful. If a personal salutation is desired on a specific letter, change the letter before printing Use the F2 Lookup Windows to add the Title. Use the following conventions when entering addresses: 123 Design Ave 123 Design Rd 123 Design St. 123 Design St. Suite #48 Separate the Postal Address and Suite numbers to two lines to fit mailing labels. Never key the dashes for the Phone and FAX numbers. These fields can be dialed by GOLDMINE if a modem is installed Be sure to enter two digits in the month, day, and year areas for all dates or use the lookup window. There is no need to enter the slashes. (ex: 010196) Diligently use lookup window choices when available. It promotes clean, consistent database entries, which makes database searches simpler and more complete. Duplicate checking: GOLDMINE provides choices to search the database for records which contain a duplicate of a new contact record's Phone? AND Ext1, E-mail address, Contact Name or Company and alert you if one is found. Maintain mixed case entry in all contact records. Uppercase looks bad in merged documents. It is easy to convert text to all caps for labels at the time of printing, if, desired Do not use Key Fields, or the first ten user-defined fields, for dates. These fields cannot be defined as date fields. Dates in these fields will only sort alpha-numerically. If you are running a network, or synchronizing computers, make a careful determination about the user's rights to delete contact records © 2000 Vertical Marketing, nc. 31Chapter 2 - The Contact Record 32 (©2000 Vertical Marketing, Inc GOLDMINE 5.0Chapter 3 - The Tab Bar Objectives In this lesson, you will learn how to: * View summary information * Add and edit data in data fields 7 Add and edit notes ° Add additional contacts * Add profiles . Add referrals . View pending activities * View activity history * Create application links * View groups membership * View automated process status * View opportunity manager + View projects list fertical Marketing, Inc 33Chapter 3 - The Tab Bar GOLDMINE 5.0 Discussion The lower portion of the contact screen is divided from the top portion of the screen by the Tab Bar, The tab bar is used to select the type of information that will be displayed on the lower half of the contact record. Each tab folder contains information connected only to the currently active contact record. If the tab folder contains more data fields than can fit in the window, the elevator bars on the right will be activated. Scroll through the additional data fields by clicking on the up/down arrows or by tabbing through the fields. Summa Fields \ Notes \Contacts \\ Details \Retenals \ Pending \ Histo \\ Links \\\. <>] Comments: Winter South Let Contact 03/07/00 5:12pm Frev Reso Setup new Appt Last der: 02/16/00 7:02pm Nea Step: Confim Apt Last Update: 03/19/00 NICI Nest Action: Appointment: 03/19/00, Creation: 03/19/00 DAVID CallBack Forecast Recod 18015 To enlarge the viewing area: + Use your mouse to pull the bottom of the tab area down + Use your mouse to drag the top bar of the tab area up 34 (© 2000 Vertical Marketing, IncGOLDMINE 5.0 Chapter 3 - The Tab Bar The Tab Bar To activate @ tab folder: . Use the Gi + fetter hot key + Click on the tab with your mouse The selected tab will change color and move to the front of the other tabs. Additional tab folders can be found by clicking on the blank tabs, or arrows, to the right of Links. ‘Summary GD + & - Summary of contact information such as comments, time-specific event based data, and the record number. Fields +E) - Two pages of customized views displaying the user defined fields available to all contacts in your database. Data contained in the fields is attached only to the currently active contact record. Notes GH) + (W) - Up to 64K of space available for user notes. Contacts GE} + ©) - Additional contacts, or contact information, attached to the primary contact. Details G#D) + - Provides an unlimited number of fields to store additional information such as e-mail addresses or web site. This date is created for, and attached to, only the currently active contact record Referrals CH) + B) - Used to create a link between two contact records in the database Double click on the referral entry to jump to the linked record. Pending C#) + ®) - Lists all open activities, for all users, for the active contact record Such as calls, appointments, tasks History Ce) + ®) - Lists all completed activities, for all users, for the active contact record. Links Gi) + © - Displays the application source and documents, for all users, linked to the active contact record. Launch directly into the application and load the linked file with one operation. ‘Members Gi) + Gil - Displays the Groups to which this contact belongs. Tracks © + © - Displays information on the next event which will be triggered when automated processes are activated Opptys 20 + W) - Displays information on sales opportunities in which the contact record is involved or linked. Projects - Displays information on long-term projects in which the contact record is involved or linked (© 2000 Vertical Marketing, Inc 35Chapter 3 - The Tab Bar GOLDMINE 5.0 Local Menus Each tab folder (except Summary) has a local menu that is used to perform specific tasks on the records in the display. To open the local menu! 7 Open the tab folder and press Coss =") + Place the mouse pointer in the tab display window and click the right mouse button | Sunmay\, Fields \ Notes \Contects \ Detals \Refeitals” Pending \ Histoy \ Links \\\ «>| Aetviy [Dae Tine [User [Code [Relererce c appt [Mar2000 6028 [NCI BCA V2KInis Zoom =] appt |Mar21,00 8008 |NICI BCA V2K natal Apt Ma 22.00 | 003 | Nici BCA. Vekinetal Complete. Mar 23 00 00a NIC | eee eae Appt |Mar24.00 | &00a | NIC! BCA rstal Schedule» Message [den 31,00 1100s | DAVID ReVKU Oplions Fi. = | Outputto > Delete. Edit The local menu for each tab is unique, but most local menus include the following options’ Zoom — View details of the highlighted entry. Edit - Displays a dialog box which allows you to edit the highlighted entry. Delete - Deletes the highlighted entry. Find — Displays a dialog box which allows you to search for a character string Output To — Outputs all, or selected, entries to another program or a printer. Read — Displays a dialog box that allows you to read the text of Internet e-mail messages. Options - Displays additional command which allow you to Reply to Internet e- mail messages, view selected entries based on your Filter criteria, or Analyze scheduled and completed activities 36 © 2000 Vertical Marketing, Inc.GOLDMINE 5.0 Chapter 3 - The Tab Bar Summary Tab Click on the Summary tab or press GH) + S) to open the Summary tab folder. This folder displays a summary of information about the active contact record. GOLDMINE automatically completes and updates all fields on this display except Comments. | sunmas\\ Feld \, Noto \Contact\ Dats \Relea\ Pending Hitoy Unk \\\ «| Commer: Wraesn Saath Las Coact 3/07/00 6:12am Prev Result Set up new Appt Lest Altempt: 02/16/00 7:02pm Next Step: Conlim Appt Last Update 03/19/00 NIC! Next Acton: Appointment: 03/19/00 Creation 03/18/00 DAVID CalBack: Fesecast Record 150f 15 Comments - A 65 character scrollable field that can be edited by the user. Prev Result - Updates each time a calendar activity is completed. Next Step - The next activity to be performed Next Action, Appointment, Call Back, Forecast - Earliest scheduled date of the selected action. Last Contact - Updated automatically whenever a telephone activity is successfully completed Last Attempt - Updated automatically whenever a Dial Phone menu option is selected, but the call is completed as unsuccessful. Last Update - The date and user who last edited the record Creation - The date and user who created the record Record - The record number and total number of records in the database, © 2000 Vertical Marketing, Inc 37Chapter 3 - The Tab Bar GOLDMINE 5.0 Fields Tab Click on the Eields tab or press GE + Eto open the Fields tab folder. The last used Field Views displayed. Field Views are data screens custom designed by the user to hold an unlimited number of additional data fields containing specific information about tach contact. All contact records in a database display the same Field Views. These field views may be accessed three ways. . Select a view from the Fields tab local menu. . Click the second bank of partial tabs to the right of the Links tab. . Press the G# + user defined hot keys, if available. ‘Sunmary* Fikds \, Netes \Contacts \ Detas\\Referals\ Pending \\ Histo’ \, Links WAN. ‘==Tech Support Sereens= Version Open issues WP Link Special: Network OS: SIN No, of Users: For information on creating and displaying additional Field Views, see the “Customizing GoldMine" chapter. @& The screen will automatically scroll to any additional data fields if you use the tab key to move from field to field during data entry. 38 © 2000 Vertical Marketing. IneGOLDMINE 5.0 Chapter 3 - The Tab Bar Notes Tab The Notes tab folder is used to store up to 64K of additional free-form information about a contact. Notes are permanently attached to the contact and can be viewed, edited, copied, and printed, When the notes become too large, they can be split and stored as. a linked document. 1, To insert a note: Select Contact...Insert a Note from the Main Menu bar Press G1) +O Click the Insert a Note icon, if displayed Click in the Notes tab and start typing +O NOTE: The tab cannot be in edit mode when a note is inserted using 2. GOLDMINE will open the Notes tab folder and insert a Note Header, a user/date/time stamp automatically created by GOLDMINE when a new note is added to the record. If you just start typing, the Note Header will be inserted when you exit the tab. Sunmay\\ Fiekls Notes \\Contacts\ Detais \Refenale\ Pending \ Histay \ Links \\\ «>| “NIC March 18. 2000 at 7.140 The Notes tb is ured to store urirfed freer infomation about a contact. Note ate permanently altached tothe carts! and can be viewed edited, conied. and parted When the noles become lo laige they cer be splt and sored to 2 Ree eae Undo Cut Gepy Delete SelectAll 3. Type the entry using 62sk88a2e) and © to correct any errors, and the full screen editing keys to move around the text. All windows editing commands are available using shortcut keys or the local menu 4. When finished entering text, save and exit . Press . To save notes, select a new command, a new tab, or new contact record 8 Notes will not be automatically saved if GOLDMINE is exited while the Notes tab is in edit mode. Synchronization and the production of reports | and analyses require a properly inserted time/date stamp. (©2000 Vertical Marketing, Inc 39Chapter 3 - The Tab Bar GOLDMINE 5.0 Contacts Tab GOLDMINE can store information for an unlimited number of additional contacts, and links that information to the active Primary Contact record. The address fields on the Contact dialog box can also be used to store the mailing addresses of contacts that are at different locations, or to store alternative addresses or phone numbers for the primary contact. Surimayy\\ Fieis \ Notes S Contacte, Oetais \\Relerse \ Pending \ Hitory \. Links \\\, «fo} Contr Tie [Frere a a al Hoey Adee Nes insssises Lookup M. Mouse Pasiner |ts212652466 Sond E-re Sereoge MeDuck | CFO je cnae : Find | osouto | New. Delete. Eat a Each additional contact is displayed as a single record line on the Contacts tab folder. “8 The Contacts tab is usually used for additional people at the same location | who are not a business opportunity. It is also a good place to store additional addresses for the main contact, alternate locations, or additional phone numbers for which there is no room in the upper portion of the screen, | 40 2000 Vertical Marketing, Inc.GOLDMINE 5.0 Chapter 3 - The Tab Bar Creating an Additional Contact 1. Click on the Contacts tab or press CH) + ©) and: . Press (22) and select the New command from the Contacts tab local menu . Press (3) when the Contacts tab folder is open Pee Ri as | contact - <= Mane: [Dagine Duck || gemeit aeKBaclcon | | 2 ™>—=i g | eee ol Ret: [Home Address ————SC*~@Y iliac tastlbis Address cy Staetcony: | aan ZPRredelcote County fe OK Cancel Enter data in the Contact dialog box. Use your mouse or @®) key to move through the fields 3. The information in the Mail merge/codes fields is used when the additional contact record is merged with a document merge form. When a Mail merge/Code is entered, the code can be accessed with GOLDMINE's filter/group and mailing options for use with group mail merges 4, Select OK to save or Cancel to abort. © Ifyou plan on sending the additional contact mail or merge their information to a template, don’t forget to enter the full address and dear field. ©2000 Vertical Marketing, Inc 44Chapter 3 - The Tab Bar GOLDMINE 5.0 wing and Editing Additional Contacts 1. Open the Contacts tab. Double-click on an additional contact entry. 2 Edit the Contact dialog box using @ + fetter keys or the mouse to move through the fields 3. Select OK to save or Cancel to abort. Contacts Tab Local Menu The New command or [3] key creates a new additional contact record. All other local menu commands operate on existing records. Lookup — Find a contact by name. Send e-mail — Opens the Send E-mail dialog box with the highlighted contact's e-mail address automatically filled in Options....Dial - Dial the phone number of the highlighted contact. Options...Swap with Primary - Exchanges the additional contact's data with the main contact record. The additional contact Reference moves to the main contact Department. The Key fields are retained from the original record. Options...Convert to Record - Creates a new, complete contact record. A link is maintained with the original main contact record Options...Go to Record - Displays the linked contact record as the active contact record command. This command is only available on the local menu of the original contact. 42 © 2000 Vertical Marketing, IneGOLDMINE 5.0 Chapter 3 - The Tab Bar Details Tab The Details tab folder contains one or more Detail records used to store user-defined information for the Primary contact record. Detail records are attached only to the individual contact record, or records, for which they are created and are typically unique pieces of information such as serial numbers, birthdays, credit card information, Web Site or internet E-mail addresses. Detail records are indexed by GOLDMINE and can be searched very quickly using Lookup...Detail Records. Sunimay\ Fields \\ Notes \Cortacte’ Detais \Relenal\ Pending Histay \\ Links \\) afr Date Detal Reference hd a EE 4 Mer 18.00 | Emai Addiess deuck@worde con _EOOKUP. Mar 18,00. | E-mai Access daick aol com Find Mar18,00. | Web Site ‘wn werneblock con Outputto > New. Delete. Eoit az Date - The date the Detail Record was created. Detail - The name, or type, of Detail Record. All detail types appear in the lookup window. Reference - The value, or data, associated with the detail type. Each detail type has its own unique reference lookup window. 8 When you enter a new contact record, GOLDMINE stores the internet e-mail address and web site on the Details tab, as well as on the main screen under the phone numbers. The internet address is assigned as the primary e-mail address until you select to change the designation. (© 2000 Vertical Marketing, Inc. 43Chapter 3 - The Tab Bar GOLDMINE 5.0 Adding a Standard Detail There are two types of Details, Standard and Expanded. To display the three fields of the Standard Detail: 4. Click on the Details tab or press © 2. Select New from the local menu. 3. Select the Detail tab on the Detail Properties dialog box. Detail Properties Data Jinto | Audi | Setup | Th gg ewe STB Now = 4. Complete the detail using 2 + letter keys or the mouse to move through the choices. Click on the spin controls, press the ©) key, or click the right mouse button to display the lookup windows. Remember that each Detail type has a unique Reference lookup window. Select OK to save or Cancel to When adding an E-mail Address detail, an opportunity is given to decide if the address will be the primary address used with GOLDMINE’s Internet features. Select OK to save or Cancel to abort. A Web Site profile start with www in the Reference field 44 abort, Dest Fnarnaees Eo) Aduece[ioaGommece Dw Figaras Nes | cee © 2000 Vertical Marketing, nc.GOLDMINE 5.0 Details Tab Local Menu To open the local menu: + Press Geen) + Right click in the tab display window Lookup — Displays a listing of all contact records containing the same highlighted Detail type. Send e-mail — Available only if the entry is an E-mail address. Opens the Send E-mail dialog box with the highlighted e-mail address automatically filled in New - Creates 2 new profile record. Delete - Deletes the highlighted profile record. Edit - Displays the highlighted profile for modification of the Reference or Notes fields. Web Site ~ Available only if the entry is a Web Site. Launches directly to the highlighted Web Site profile. Viewing and Editing Standard Details Records 1. Click on the Details tab or press + 2. Double-click on the Detail record 3. Select the Details folder on the Detail Properties dialog box. 4. Edit the detail using @ + Jetter keys or the mouse to move through the fields. 5. Select OK to save or Cancel to abort. (©2000 Vertical Marketing, Inc. 45Chapter 3 - The Tab Bar GOLDMINE 5.0 Adding an Expanded Detail GOLDMINE provides a method to expand the number of data fields available for a detail record. You must have Master-Rights to set up the custom field labels and tab folder for an expanded detail. (see chapter on “Customizing GoldMine") 1. Select New from the local menu and open the Detail folder. 2, Enter a Standard Detail selection listed in the Detail field lookup window. You must use a profile that is currently listed in the Detail field lookup window listing - it cannot have been used and later deleted 3. Enter a Reference. 4. Select the Info folder to display the eight additional fields that have been defined for an expanded detail DEST re | Detail Info J Audi | Setup | 5 eT Bw pare | Processor: Fenian fj] Ram [Brame | | wuz] co Rex —— Medet [Deskpro oD Comments: Piece canoer wesc] lee aK Cancel l 2] 5. Complete the detail using @ + Jetter keys or the mouse to move through the choices. Click on the spin controls, press the F2) key or click the right mouse button to display the lookup windows. 6. Select OK to save or Cancel to abort. 7. To edit data fields of an existing detail record, highlight the Standard Detail on the Details tab and select Edit from the local menu. 46 © 2000 Vertical Marketing, IneGOLDMINE 5.0 Chapter 3 - The Tab Bar ‘The Audit tab displays creation and last modification information about the highlighted detail record [Detail Properties Detal | Info [Bui] Setup | Gy Tittle ue: tae ie interment recerd's ciation and last update Record Crealen————— Lost Update — User: NIL | User: nict Time: 725m | | Time: 7:25 pm | | | an If an expanded detail tab folder has been created for the selected detail, access the third bank of tabs by: * Clicking the partial tab, or arrows, to the right of the tab bar Using the assigned Hot Key Members \, Tracks \\ Opotys \Picicts * Network \ \ \ \ Wap > Date Network Bren Processor MHZ Mar 19.00. V-Wing |Det | Pentium | 400 aa Tae a a ET The custom expanded detail tab folder displays six columns of information, the Date, the Reference field from the detail record and the first three user defined fields from the Info folder. The local menu is identical to that found in the Details tab folder. (© 2000 Vertical Marketing, Inc 47Chapter 3 - The Tab Bar GOLDMINE 5.0 Referrals Tab Click on the Referrals tab or pres’ + ® to display the links that have been created between the active contact record and another contact record in the database. Summay)\, Fields \\ Notes \Cortacts\ Detats * Reenals\\ Pending \ Hitoy \ Links \\\ «| >] elena [Reteence Date [Use Y is} Teak clerk em Donald To: Wald Wile Webioot eee rena, Find. Ouputio > 4 New. | Delete | fat a] Four fields make up the Referral record: Referral - Detailed information specifying the reason for the referral. Reference - The name of the contact linked as a Referral record. Date - The date the Referral record was created User - The name of the user who created the referral link. As in other tab folders, Referrals uses a local menu: Goto Referral - Displays the contact record linked to the selected Referral entry as the active contact record New - Refers, or links, the active contact record to another contact record you select, Delete - Removes the selected entry and link from the Referrals folder of both contact records. Edit - Allows you to edit the Referral field or notes. 48 © 2000 Vertical Marketing, ne.GOLDMINE 5.0 Chapter 3 - The Tab Bar Creating a Referral Although Referrals is used primarily to track lead referrals, they can be used whenever you want to maintain a link between two contact records. Let's use an example of wanting to remember that you referred a new prospect to one of your distributors. Remember, both records must exist in GOLDMINE before a referral can be made. 1. Display the prospect's contact record. 2. Select the New option from the local menu. GOLDMINE will display the Contact Listing browse window. 3. Select the distributor's record. You can double click the entry, or highlight it and press =D to open the Referral Properties dialog box. 4. Complete Reference fields on the Referral Link tab with a reason for the referral amie Feteslink |audt | stu] GE) Se atone out tac ein ndopetomary stip by ekg ‘3re0at io ane of mae athe recede nthe dtabave, Fee his contact Tots contact [Fee WoidwiewespFoa => Ramdeck of Tere Aelrrce etree [leckngienmase DB] [Prondedane D] Insetices | 4, Select Insert Notes to insert a date/time stamped note entry. Additional notes can be entered during the life of the referral or as the reported status of the prospect changes. 5. Select OK to save and exit. GOLDMINE will add a To: entry in the prospect's contact record, and an Of: entry in the distributor's record Double click the referral record to jump to the linked contact record from the Referrals tab of either linked record (© 2000 Vertical Marketing, Inc 49GOLDMINE 5.0 Chapter 3 - The Tab Bar Creating a Referral Although Referrals is used primarily to track lead referrals, they can be used whenever you want to maintain a link between two contact records. Let's use an example of wanting to remember that you referred a new prospect to one of your distributors. Remember, both records must exist in GOLDMINE before a referral can be made. 1. Display the prospect's contact record 2. Select the New option from the local menu. GOLDMINE will display the Contact Listing browse window, 3. Select the distributor's record. You can double click the entry, or highlight it and press (= to open the Referral Properties dialog box. 4. Complete Reference fields on the Referral Link tab with a reason for the referral Goldtine allows yout tack association and one tomary elationshis by inking ‘eteccid io one o:mate other recede nthe database. Fifa thie contac: Tothis contact For Wold Wide Webb Foot => [RamJackof Texas Retereno Reletence: [Feoking fornewdse Dp] [Provideddse a 4. Select Insert Notes to insert a date/time stamped note entry. Additional notes can be entered during the life of the referral or as the reported status of the prospect changes. 5. Select OK to save and exit GOLDMINE will acd a To: entry in the prospect's contact record, and an OF: entry in the distributor's record Double click the referral record to jump to the linked contact record from the Referrals tab of either linked record © 2000 Vertical Marketing, Inc 49Chapter 3 - The Tab Bar Audit Tab GOLDMINE 5.0 |The Audit tab displays creation | and last modification information elvan (TY wa] “Weds ed vc ude odie lat the Remar about the highlighted referral record. © Basses fn Onn Letupate——— tee 10 Use: te | Date casemate: canna | Tine 75500 Tine 2200 Status Tab | The Status tab contains milestone indicators ranging from Initial contact to Done! that you can select to share the status of the referral with other users, Felon | Aust Sta | 5 Oppotiny lector eg preslectat F Ineest canines F dented pois PES 1 Evalasion NP ienieainied | 1 Evausionsosive | F boats 1. Select the Status tab, F Maka dco Vets! eteener TF Peet ues F Bachave oe! F Pods deny Fone! oe Referral Properties Gelatin len ester and mordaces to shat leads a the Gone ead: Deteon een andar the pogens ach oppely, By sets ior dbingleastoie sas chaeelen vache proper each pespect eather Been redo is teresa coca | 2. Click the checkboxes to indicate the current status of the lead. Entering a check indicates that this step has been completed 3. Select OK to save and exit. 50 © 2000 Vertical Marketing, IncGOLDMINE 5.0 Chapter 3 - The Tab Bar Pending Tab Click on the Pending tab or press G#) + (F) to view all of the pending activities, scheduled for all users, for the active contact record. (For more information, see the chapters on "Scheduling Activities" and "Viewing Contact Activities".) Summay\\ Fiels \ Notes \Cortacts\ Detale \\Relerae® Pending \ Hietary \ Linke \Y\ «| eiviy [Date Te [Use [Code [Reterense > ‘eet 'Mar20,00 /8000 NIC (BCA V2KInstal Zoom, a opt = Mai21.00 | 8008 wi BCA Vinal : Pop Mar 22.00. | 80060 | nicl BCA |V2K Insta Complete. a om wan ~ aoe acct |Mar24,00 8005 |NICI_— [BCA |V2KInwtal Schedule» Nessege Jen3t,0) 7100s DaMnD |ReVacU Options > | it | Find. Ouputo + Delt. Edit Use the local menu to Zoom, Find, Edit, Reply to, or Delete a highlighted activity record. When you Complete a highlighted activity, GOLDMINE automatically creates a History record which is displayed on the History tab folder. © 2000 Vertical Marketing, Inc. 51Chapter 3 - The Tab Bar GOLDMINE 5.0 story Tab A history record is automatically created and maintained for each completed activity and are displayed on the History tab folder. Click on the History tab or press G#) +H) to view all completed activities, for all users, for the active contact record, Summary \, Fiekde \, Notes \\Centacts\\ Details \Relenais \ Pending’ Histoy \\ Links \\\ Date User Activiy _[Resut| Reference eee Pen 3.00 INI. Zoom. Mer 19, 00 SLD $3:750.00 [6 unis) oO Me1800 — NICI Felenal Ta Novel Needs New V-ight Network Options > Deo 14,88 | NIC COM | Sew ou booth at Hopnily Gardens Cenier Mx 7.00 [NIC ‘k | COM | Schedule Appointment Find, Jen 8,00 NICI Aeon | COM | Sent Litre Posive Reinorcement (Ducking) Outputto > | | Delete i Edit Use the local menu to Zoom, Find, Edit, Reply to, Analyze the list, or Delete a highlighted history record. (See the chapter on "Completing Activities” for further information) 52 © 2000 Vertical Marketing, Inc.GOLDMINE 5.0 Chapter 3 - The Tab Bar Links Tab Click on the Links tab or press G@) + © to display a list of all the documents or applications associated with the active contact record. Links allows the attachment of a Word document, Excel spreadsheet, file or e-mail attachment to any record in the database When you wish to view, or edit, a linked document or spreadsheet file, double-click the linked record entry on the tab and GOLDMINE will automatically launch the associated application and retrieve the linked file Sunmay\, Fedde \, Notes \Contacte\ Details \Refena\ Pending \ Hite * Unks \\\ «|r Goosen Toe fie tus [Dwar , CT a inc oe Packing Sip Merorot Ward Doc | [Link] Leunch Fea enokte | MectotwordBa| Dero DaiyDuck Nove a Te ere arerotwordDec tenpdeedoe E-malldacument Bark Lei Fer WouekWadDor[Duckletedos —_c™mardgcument _ Fr Outputto > 4 Eck. = The Links local menu is used to Launch the highlighted file and its application, edit the highlighted record, create a New link, or Delete the highlighted record. The file itself is not deleted Move - Displays a directory listing which allows you to move the attached document from its orginal location to an alternate directory. This is particularly helpful when the link is an e-mail attachment you wish to maintain in a documents folder. E-mail Document — E-mail the highlighted document. (See the chapter on "Communications" for more information). © 2000 Vertical Marketing, Inc. 53Chapter 3 - The Tab Bar GOLDMINE 5.0 Members Tab Click on the Members tab or press G#) + 4) to display the current contact record's Group membership. A contact can be a member of more than one Group. See the chapter on "Filters and Groups” for additional information on creating Groups and Group members [ embers, Tacks \Onebe \Pcees YN (Ap je Vienbes_ [User [Relsone 7] i —=———— 4] 17 Nov 1959 GM SOEven Teeccnune Active Ces 139 Das arcesso TASGMSRegiens 3 Tetcommerie Damyl Anderso omen | Damiarderro NEW Eon al sappesing 6 Ma eoen Edit The local menu allows the user to create a New group membership, or Edit or Delete the contact's existing Group membership “8 Remember that this additional tab folder selection can be found by clicking ] on the first bank of partial tab, or the arrows, to the right of Links. i 54 (© 2000 Vertical Marketing, Inc.GOLDMINE 5.0 fe Chapter 3 - The Tab Bar Tracks Tab Click on the Tracks tab or press CH) + (1) to display the automated processes track(s) currently attached to this contact. Each entry describes the event ready to be completed the next time the user processes triggered events, what will trigger the event and what action will occur after the event has been triggered See the chapter on "Automated Processes" for additional information about this function of GOLDMINE. Members’ Tracks \ Oppiye \ Projects \ \ \ \ \ We Posse at Event [New Ever [rise _[Reton a PS 7 ee} Touch Tack MarTS,00 CI TowenCelsoDa 650 Allacha Process | | Remove Process | Brench to Event | Execute Processes The local menu allows the user to Remove the highlighted process (track), Attach a new process (track) from a displayed list of defined tracks or Execute a process. “6 Remember that this additional tab folder selection can be found by clicking on the first bank of partial tabs, or the arrows, to the right of Links. @ 2000 Vertical Marketing, Inc 55Chapter 3 - The Tab Bar Opportunity Tab Click on the Opptys tab or press (Ctl) + (®) to display the opportunities in which this contact is involved. GOLDMINE 5.0 See the chapter on "Opportunity and Project Management" for additional information about this function of GOLDMINE. Members \ Tracks * Oppiys \\ Projects \_ \ \ \ \ WP Copestniy Forecast [age [States Siage |) r TT A A ee e — Find | Outputto 4 New. Delete Edt al) The local menu allows the user to create a New opportunity, Go to the Opportunity attached to the highlighted entry, Delete an entry, or Edit the entry. YS Remember that this additional tab folder selection can be found by clicking on the first bank of partial tabs, or the arrows, to the right of Links. 56 ©2000 Vertical Marketing, IneGOLDMINE 5.0 Chapter 3 - The Tab Bar Projects Tab Click on the Projects tab or press G#) + (J) to display the projects in which this contact is involved. See the chapter on “Opportunity and Project Management" for additional information about this function of GOLDMINE. Menbes\\ Tracks \, Onove Prot YY NWA Pt Siat Date [End Date fee talus Stage | 1037137200010. a eo Ral ~ | GotoProject | Find. Outputto > New. Delete. Edit The local menu allows the user to create a New project, Go to the Project attached to the highlighted entry, Delete an entry, or or Edit the entry. ¥® Remember that this additional tab folder selection can be found by clicking on the first bank of partial tabs,or arrows, to the right of Links. (© 2000 Vertical Marketing, Inc 57Chapter 4 - Querying the Contact Database Objectives In this lesson, you will learn how to: i Locate contacts with specific characteristics a Search for information within a field if Use the Goto menu + Sort by field (©2000 Vertical Marketing, Inc 59Chapter 4 - Querying the Database GOLDMINE 5.0 Discussion GOLDMINE provides four easy to use methods to quickly locate a particular contact record, + The Lookup main menu commands + The Find Contact icon + Using the mouse to double-click on the field label of indexed fields + Cycling through last viewed records GOLDMINE maintains indices on the most commonly searched fields: Company, Contact Name, Last Name, Phone1, City, State, Country, Account No, Zip Code, the five Key Fields under the telephone numbers and the Details records on the tab bar. When you search for a particular contact based on a value in one of these fields, GOLDMINE can locate the record almost instantly. With the exception of the Details records, the name on all menu commands and selections depends on the label assigned to the field. For instance, if you change the Contact field label to Client, then the menu commands and selections to search this field would also be Client. © 2000 Vertical Marketing, Inc. 60