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Summary
Summary
GoldMine For Dummies enables you to use GoldMine to manage client relationships and excel in areas of sales, marketing, and customer service like never before. Written in plain English, this book helps you discover the easy way to prospect for customers and mine your contacts:
* Familiarize yourself with GoldMine basics, from navigating the database to setting preferences and default values.
* Organize contacts by understanding screen functions, fields, and notes as well as contact, detail, and referral tabs.
* Get a grip on upcoming events by scheduling activities, and check on those already scheduled.
* Understand GoldMine Filters and Groups, which enable you to send out batches of letters, faxes, and e-mails.
* Use the InfoCenter to store and distribute company information.
* Configure GoldMine for those who travel or for those who manage people 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.
Table of Contents
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 |
Book Registration Information |