Goldmine for dummies

GoldMine For Dummies enables you to use GoldMine to manage clientrelationships and excel in areas of sales, marketing, and customerservice like never before. Written in plain English, this bookhelps you discover the easy way to prospect for customers and mineyour contacts:
* Familiarize yourself with GoldMine basics, from navigating thedatabase to setting preferences and default values.
* Organize contacts by understanding screen functions, fields, andnotes as well as contact, detail, and referral tabs.
* Get a grip on upcoming events by scheduling activities, and checkon those already scheduled.
* Understand GoldMine Filters and Groups, which enable you to sendout batches of letters, faxes, and e-mails.
* Use the InfoCenter to store and distribute companyinformation.
* Configure GoldMine for those who travel or for those who managepeople who don't work in the main office.

Author Notes

Joel Scott is the president and head trainer of Computer Control Corporation, a Top 10 GoldMine Partner and Authorized Training Center.

Introduction	p. 1
How to Use This Book	p. 1
Conventions Used in This Book	p. 2
Foolish Assumptions	p. 2
How This Book is Organized	p. 3
Icons Used in This Book	p. 4
Where To Go from Here	p. 5
Part I GoldMine Basics	p. 7
Chapter 1 GoldMine: An Overview	p. 9
All the Great Stuff You Can Do with GoldMine	p. 10
Putting all your contacts into GoldMine	p. 10
Keeping track of your life	p. 10
Communicating with the outside world	p. 11
Intranet, schmintranet	p. 11
Keeping tabs on your projects	p. 11
Setting up Automated Processes	p. 12
Even a Great Piece of Software Can't Do Everything!	p. 12
Use your own word processor	p. 12
Get some faxing software	p. 13
Get some accounting, quoting, and mapping software	p. 13
GoldMine Can Help You Plan for Success	p. 13
Don't Forget That Key Ingredient: Training	p. 14
Chapter 2 Getting Around in GoldMine	p. 17
The Main Screen	p. 18
The main menu and drop-down lists	p. 19
The GoldMine toolbars	p. 20
The four quadrants of contact information	p. 21
File folder tabs	p. 24
The status line	p. 26
Additional Navigational Tools	p. 27
Using the right mouse button	p. 27
Using browse windows	p. 27
Using F2 lookups	p. 28
Chapter 3 Setting User Preferences	p. 31
Personal Preferences	p. 31
Record Preferences	p. 32
Calendar Preferences	p. 34
Schedule Preferences	p. 35
Alarms Preferences	p. 36
Lookup Preferences	p. 37
Toolbar Preferences	p. 38
Internet Preferences	p. 39
Modem Preferences	p. 40
Miscellaneous Preferences	p. 41
Login Preferences	p. 42
Part II Managing Contacts	p. 43
Chapter 4 Creating and Viewing Client Records	p. 45
Creating a New Record	p. 45
Dealing with Jr., Sr., and III	p. 47
Entering U.S. telephone numbers	p. 47
Entering telephone numbers for the rest of the world	p. 48
E-mail addresses--you've got to collect 'em	p. 48
Entering Web site addresses	p. 49
Checking for duplicate records	p. 49
Finding a Record in Your Database	p. 50
The official way to find a record	p. 50
The secret and fast way to find a record	p. 50
Using a Custom Field	p. 52
Who needs custom fields anyway?	p. 52
How custom fields get onscreen	p. 53
Accessing field views	p. 53
Chapter 5 Entering Notes and Secondary Contacts	p. 55
The Main Notepad	p. 55
What to put in the main notepad	p. 56
Starting a new note	p. 57
The Contacts Tab	p. 59
Entering a new secondary contact	p. 59
Editing an existing secondary contact	p. 62
Swapping the secondary contact with the primary one	p. 62
Converting a secondary record to a stand-alone record	p. 63
Chapter 6 Details and Referrals	p. 65
Taking Care of the Details	p. 65
Using existing details	p. 66
Entering new details	p. 67
Modifying an existing detail	p. 68
Creating your own details	p. 68
More fields you can use with details	p. 70
Making Use of Referrals	p. 70
Part III Managing Activities	p. 75
Chapter 7 Scheduling Activities	p. 77
Defining Activities	p. 78
Viewing the Calendar	p. 79
Scheduling Activities	p. 81
Filling in the Scheduling screen	p. 82
Rescheduling an Activity	p. 86
Scheduling Activities for Other People	p. 86
Scheduling Recurring Activities	p. 87
Chapter 8 Viewing Scheduled Activities	p. 89
Viewing Activities Using the Calendar	p. 89
Viewing open activities with the Calendar	p. 90
Viewing completed activities from the Calendar	p. 92
Modifying the listing within each Calendar activity	p. 94
Checking the Activity List	p. 95
Getting back to the account	p. 96
Changing the focus of the Activity list	p. 97
Forwarding activities	p. 97
Viewing Groups of Users on the Calendar	p. 98
Chapter 9 Dealing with and Completing Scheduled Activities	p. 99
Four Ways to Complete Your Activities	p. 100
Delegating activities to other people	p. 100
Rescheduling activities	p. 100
Deleting activities	p. 101
Ignoring activities	p. 102
The Best Action to Use to Complete an Activity	p. 102
Completing from the Calendar	p. 102
Completing from the Activity List	p. 103
Completing from the Pending tab	p. 104
Chapter 10 Sales Forecasting	p. 107
Entering Quotas and Forecasts	p. 107
Setting up a quota	p. 108
Entering a forecast	p. 109
Viewing Your Sales Pipeline	p. 111
Analyzing sales in tabular format	p. 111
Analyzing sales in graphical format	p. 112
Viewing individual items in the forecast	p. 113
Forecast reports	p. 114
Viewing a Group Forecast	p. 115
Going from Forecasting to Commission Tracking	p. 115
Part IV Sending and Receiving Correspondence	p. 117
Chapter 11 Using Filters and Groups	p. 119
Understanding Filters	p. 119
Accessing the filter system	p. 120
Creating and using a new filter	p. 121
Releasing a filter	p. 124
Counting records in a filter	p. 124
Building and Using Groups	p. 127
Building groups from filtered records	p. 128
Building groups from manually tagged records	p. 129
Chapter 12 Sending and Receiving E-Mail	p. 131
Configuring your E-Mail system	p. 132
Entering your ISP's account information	p. 132
Setting options for composing your messages	p. 134
Sending E-Mail Messages	p. 139
Addressing a message	p. 142
Composing the body of a message	p. 144
Completing a message	p. 144
Sending messages to a group	p. 145
Getting Your Mail	p. 145
I just wanna get my e-mail already	p. 146
Defining rule conditions	p. 146
Defining Rule Actions	p. 147
Chapter 13 Faxing Made Simple	p. 151
Selecting Fax Software	p. 151
Using third-party software	p. 152
Using service bureau software	p. 153
Sending a Fax	p. 154
Creating a template	p. 154
Sending a fax to one contact	p. 155
Sending a fax to more than one contact	p. 156
Chapter 14 Linking Documents	p. 159
Exploring the Links Tab	p. 159
Linking Files Automatically	p. 161
Linking word-processing documents	p. 161
Linking e-mails	p. 164
Linking faxes	p. 165
Manually Linking Files and Folders	p. 165
Using the local menu	p. 165
Using drag-and-drop	p. 167
Accessing Linked Documents	p. 167
Part V Distributing Information to Your Team	p. 169
Chapter 15 The InfoCenter	p. 171
Navigating the InfoCenter	p. 172
How InfoCenter is organized	p. 172
Searching the InfoCenter	p. 173
Creating new InfoCenter Books, Folders, and Topics	p. 175
Creating an InfoCenter book	p. 175
Editing entries in your InfoCenter	p. 176
Notifying Your Staff of Important Changes	p. 177
Using the What's new? tab	p. 177
Assigning an alert to a contact record	p. 177
Chapter 16 Literature Fulfillment	p. 179
Configuring the Fulfillment Center	p. 180
The LFC toolbar	p. 180
The data sections	p. 181
Creating and modifying your Literature List	p. 182
Sending Literature Requests	p. 183
Requesting literature for multiple contacts	p. 186
Chapter 17 Graphical and Statistical Analysis	p. 189
Displaying Account Statistics	p. 190
Setting Quotas and Measuring Performance against Them	p. 191
Assigning a quota	p. 191
Analyzing sales versus quota	p. 193
Stats, Stats, and More Stats	p. 194
Using the Forecast Analysis	p. 196
Using Graphical Analysis	p. 197
Using Leads Analysis	p. 200
Chapter 18 The Reporting System	p. 203
Choosing a Report Category	p. 203
Generating a GoldMine Report	p. 204
Choosing the report type	p. 204
Sorting and selecting data for your reports	p. 204
Displaying and Printing Reports	p. 210
Setting up your printer	p. 210
Sending a report to a printer	p. 212
Sending a report to display on-screen	p. 212
Modifying Existing Reports	p. 212
Structuring your report	p. 213
Adding new fields	p. 214
Adding a label	p. 216
Creating Custom Reports	p. 217
Using Alternatives to the Built-in Reporting System	p. 218
Excel	p. 218
Access	p. 219
Crystal Report Writer	p. 219
GoldReporter	p. 219
Part VI Customizing GoldMine	p. 221
Chapter 19 Creating New Labels, Fields, and Views	p. 223
Changing a Field Label Onscreen	p. 223
Adding New Fields to Your Database	p. 225
Creating a new field	p. 227
Rebuilding your database	p. 229
Editing and deleting a field	p. 229
Organizing and Creating Field Views	p. 230
Cloning a new view	p. 231
Displaying New Fields	p. 232
Chapter 20 Creating and Modifying Lookup Lists	p. 237
Using Existing Lookup Lists	p. 238
Customizing Your Own Lookup Lists	p. 239
Getting rid of the standard lookup entries	p. 240
Creating new entries	p. 240
Setting lookup list options	p. 240
Using the punctuation tools	p. 242
Chapter 21 Importing and Exporting Data	p. 247
Using the Import Wizard to Import Data	p. 248
Importing new files	p. 250
Creating your own import profiles	p. 250
Estimating import time	p. 254
Importing from Spreadsheets	p. 255
Converting Data from ACT	p. 257
Importing ACT's user-defined fields	p. 257
Importing additional ACT fields	p. 258
More ACT conversion words of wisdom	p. 258
Advanced Importing Using GoldBox	p. 259
Exporting Data from GoldMine	p. 260
Part VII Advanced Stuff	p. 263
Chapter 22 Opportunity and Project Manager	p. 265
The Opportunity/Project Manager	p. 266
The Opportunity Manager and its functions	p. 266
Getting to know the Opportunity tabs	p. 267
Closing and Converting Opportunities	p. 274
Chapter 23 Remote Synchronization	p. 275
Synchronizing Your Data	p. 275
Using sneaker-net to share data	p. 276
Palm Pilot, Windows CE, and Outlook 2000	p. 281
Sharing Data Automatically by Using GoldSync	p. 281
Reviewing GoldSync terminology	p. 282
Looking at sync logs	p. 283
Troubleshooting GoldSync	p. 284
Chapter 24 Automated Processes	p. 285
Designing Automated Processes	p. 286
Developing Tracks	p. 288
Setting process properties	p. 288
Choosing a trigger	p. 289
Actions speak louder than words	p. 290
Attaching Tracks to Records	p. 292
Attaching a track to a contact record	p. 292
Attaching a track to multiple contact records	p. 292
Programming Events	p. 293
Preemptive events	p. 293
Sequential events	p. 294
Executing a Process	p. 295
Part VIII The Part of Tens	p. 299
Chapter 25 Ten Add-on Products	p. 301
Using FaxRush to Fax from GoldMine	p. 302
Importing and Manipulating Your Data with GoldBox	p. 303
Fixing Your Area Codes with Split Wizard	p. 303
Never Get Lost: Using Mapping Systems	p. 304
Custom Reporting	p. 304
Creating Price Quotes	p. 305
Creating Proposals with ProposalMaster	p. 306
Making GoldMine Simpler to Use	p. 306
Tracking Expenses and Commissions	p. 307
HEATing up the Help Desk	p. 308
Chapter 26 Ten Outside Resources	p. 309
Using GoldMine Dealers	p. 309
Top10 Partners	p. 310
Platinum Partners	p. 311
Gold Partners	p. 312
Authorized dealers	p. 312
Authorized Training Centers	p. 312
Public classes	p. 312
Private classes	p. 313
User Groups	p. 313
Electronic Training	p. 313
Newsgroups	p. 314
Tech Support from GoldMine	p. 314
Premium support options	p. 314
On the Web	p. 315
GoldMine free telephone support	p. 316
GoldSync free telephone support	p. 316
GoldMine support by fax	p. 316
GoldMine Premium Support: Pay-per-Incident	p. 317
GoldMine Premium Support: Pay-per-Minute	p. 317
Help Desks	p. 318
Appendix Networks, Licenses, and Versions	p. 319
Networks That Work with GoldMine	p. 319
Tuning Other Networks to Work with GoldMine	p. 320
OEM Version B	p. 320
Novell Client 32	p. 321
Windows NT 3.51	p. 322
Checking your Windows NT 4.0 Service Pack version	p. 323
Installing GoldMine	p. 323
Different Versions of GoldMine	p. 325
Standard version	p. 325
GoldSync	p. 326
Enterprise version	p. 327
Builds, upgrades, and bumps	p. 327
Licensing Issues	p. 328
Index	p. 331
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Table of Contents