GoldMine Premium 2016.1 Admin Guide

426 Pages·2016·10.41 MB·English

GoldMine Administrator's Guide
Release 2016.1
May2016
490NMcCarthyBld.,Suite100
Milpitas,CA95035USA
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www.goldmine.com
Copyrights and Trademarks
Copyright©2005-2016HEATSoftwareUSAInc.AllRightsReserved
USEOFTHISSOFTWARE,SUBSCRIPTIONSERVICES,ANDRELATEDUSERDOCUMENTATIONISSUBJECTTOTHE
TERMSANDCONDITIONSOFTHEAPPLICABLEHEATSOFTWAREEND-USERLICENSEAGREEMENT,HEATCLOUD
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AGREETOTHETERMSANDCONDITIONSOFTHESUBSCRIPTIONAGREEMENTINORDERTOUSETHESOFTWARE
ANDSUBSCRIPTIONSERVICE.
WARNING:Thesoftwaredescribedinthismanualanditsrelateduserdocumentationisprotectedbycopyrightlaw.
Innoevent,shallanypartofthesoftwareorrelateduserdocumentationbecopied,reproduced,distributed,
transmitted,storedinaretrievalsystem,ortranslatedintoanylanguage,withouttheexpresswrittenpermissionof
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ThefollowingaretrademarksofHEATSoftwareUSAInc.and/oritsaffiliatesintheUnitedStatesand/orother
countries:GoldMine®,GoldSync®,GoldMine®AnswerWizard™,GoldMine®ManagementIntelligence™,GoldMine®
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[email protected]
Updated: May2016
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GoldMineAdministrator'sGuide
Getting Started
NowthatyouhaveinstalledGoldMinePremiumEdition,thischapterwillhelpyouunderstandtheGoldMine
Architecture.
TheGoldMineFileSystem
■
FileServerandClient/ServerArchitecture
■
Formoreinformationandprocedures,seetheGoldMineUserGuidePDFortheOnlineHelp.
The GoldMine File System
GoldMinestoresinformationinoneormoredatabasesinwhichrelatedrecordsarelogicallyorganized.Storing
informationinadatabaseprovidesadvantagessuchasacommonpointofaccessformultipleusers,applications,and
datasecurity.
Networkapplicationsmanaginginformationtypicallyorganizeshareddatainarelationaldatabasestructure,
supervisedbyaDatabaseManagementSystem(DBMS).TheDBMSsupervisesmaintenanceofandaccesstothe
database.Ithasadatabaseenginethatdefinesthedatabasestructure,storesdata,andrespondstorequestsby
retrievingdatafromthestoredlocations.TheDBMScanorganizedatainonelargedatabasethatstoresallsystem
dataorinmultipleuniquedatabasesinthesamesystem.
Informationsystemstodayfacilitatequickandreliabledatamanagementandretrievalusingtherelational
database.Atthemostbasiclevel,arelationaldatabaseconsistsoftablesorganizingdataincolumnsandrows.The
cellatanycolumn/rowcancontainonlyonevalue.Columnsandrowsworktogethertodefinethetypeof
informationacellcontains.
GoldMine,actingasaDBMS,usesanumberofdifferentfilestostorevariouselementsofthedataitcollects.Ina
GoldMinePremiumEditioninstallation,theshareddatabasefilesandContactfilesarehostedontheserverdatabase
whilelicensinganduserfilesremainlocaltotheGoldMinefolder.
Inanetworkenvironment,youcanrunworkstationsfromtheexecutableontheserver.Youcanalsoinstall
GoldMine'sexecutablefileslocallytoaworkstationifthedatafilesarecentrallylocatedandaccessibletoall
GoldMineusers.ThephysicalconfigurationofGoldMineontheharddriveisimportant.ThemainGoldMine
executablesshouldalwaysbeoneleveldeepinadirectorystructure.ThepathtoGoldMineshouldbex:\GoldMine,
where“x”isthenetworkdrivewhereGoldMineisinstalled.InstallingbyusingUniversalNamingConvention(UNC)
paths,theserverpathshouldbe\\server\GoldMine\GoldMineor\\server\sharename\GoldMine.
File Server and Client/Server Architecture
Networksrequireconfigurationthatmanagesshareddatastoredinacentrallocation.Usersneedawayof
accessinginformationfromthecentralfile(s),andtheorganizationneedsawayofprotectingdataintegrityand
controllingtraffictomaintaintheavailabilityofsharedresources.Theseneedsaremetusingfileserverand
client/serverarchitecture.
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GoldMineAdministrator'sGuide
Client/Server Architecture
GoldMinePremiumEditionutilizesaclient/serverarchitecture:
■Theclient/serverusesnetworkresourcesmoreefficientlytoreducenetworktrafficandrespondtorequestsfor
datawhilemaintainingdatasecurity.
■Theclient/serverarchitectureeffectivelydividesthefunctionsoftheDBMSbetweentheclientandtheserver.
■Theserveractsasthedatabaseenginemaintainingandadministeringaccesstothedata.
■Whentheserverreceivesarequestfromaclient,theserverscansthedatabasefordataontheserverand
returnsonlytherequestedpieceratherthanawholeblock.
■Processingoccursattheserver,sotheserversendsbackthedatainfinalformastheresponsetothequery.
■StructuredQueryLanguage(SQL)isthetoolenablingtheapplicationuserinterfacetocommunicatewiththe
serverdatabaseengine.
NOTE:ToencryptdatabasetrafficbetweenGoldMineandSQLServer,turnonForceProtocol
EncryptionoptioninthepropertiesoftheNativeClientConfigurationforSQLserver.Notethatfile
attachmentsaretransferredusingMicrosoftnetworkingfilesystemandmightnotbeencrypted.
Best Practices for Customizing GoldMine
InGoldMine,Administratorshaveanumberofwaysinwhichtheycancustomizeandmodifyfieldsorfilesinorderto
tailortheproductfortheneedsoftheorganization.Thesecustomizationscouldencompassuser-definedfields
(Contact2),FieldViews,Details,F2Lookups,andResources.
FollowingareafewbestpracticesthatGoldMinerecommendsthatAdministratorsfollowinordertominimize
issues.
■CreateorModifyCustomizationsonlyfromthemainserver
ItisbesttoimplementcustomizationsonlyfromthemainnetworkinstallationofGoldMinePremiumEdition.
■Implementaccessandsecuritycontrolsovermodifyingthecustomizations.GoldSynccanbeconfigurednotto
retrievecustomizationsfromremotesites.
Wedonotrecommendallowingremoteusersorremotesitestocustomizetheirlocalcopiesandsyncthose
customizationsbacktothemainservers.Ingeneralallcustomizationsshouldoccuronthemainserverandbe
synchronizedtotheremotesitesorremoteusers.
Thislimitsthepossibilityofduplicateor'similar'customizationsorconfusionoverwhichcustomizationsshould
prevailonacompany-widebasis
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GoldMineAdministrator'sGuide
User Administration
Selectfromoneofthefollowingtopicsforinformationonhowtomanagesecurity,access,anduseroptions.
ManagingUserSecurityandAccess
■
ManagingUserOptions
■
GoldMine.INIFiles
■
ConfiguringSystemSettings
■
GoldMineMacros
■
Managing User Security and Access
GoldMine’ssecurityisbasedonusergroupsandusers,whichmustbesetuptomakethesecurityeffective.
EachGoldMineusershouldhaveauniqueusernameandpassword.Thisisthefirstlevelofsecurity.TheGoldMine
administratorassignseachusertheminimumlevelofnecessaryaccesswithoutrestrictingthefunctionalityrelated
totheuser’sjobperformance.
Defineusergroupsaccordingtothefunctionusersperform.Userandusergroupsecurityaccessappliesto:
■GoldMineFunctions.TheadministratorcanpermitordenyaccesstoGoldMinefunctions.Forexample,permitor
denyauserorusergrouptheabilitytocreatenewContactRecords,deleterecords,oraccessotherusers’
Calendars.
■MenuCommands,Toolbar,andTaskbarSettings.Removemenuitemsfromtheuser’smenucustomizingthe
selectionofavailablemenuoptionsandcustomizetoolbarsandtheTaskbar.
■ContactDatabases.Assignusergroupsaccesstodatabases.Ifadatabaseisassignedtoauserorusergroup,only
membersofthegroupcanopenthedatabaseinGoldMine.Eachdatabasecanhavedifferentaccess
restrictions.
■ScreensandFields.Restrictaccessrightstouser-definedscreensattachedtoparticularcontactdatabases.Ifa
screenispublic,allGoldMineuserscanviewtheinformation.Ifaccessissettoausergroup,onlymembersof
thegroupcanseethescreen.
■RecordOwnership.EachContactRecordisassignedanowner.Thedefaultownerispublic;however,assigna
recordorgroupofrecordstoauserorusergroup.Ifarecordisownedbyagroup,eachgroupmemberis
treatedastheowneroftherecord.Ownershipdetermineswhetherauserwhoisnotanownercanreadallor
partoftheContactRecordorwhetherausercanedittherecord.
TheGoldMineadministratorcanalsorestrictaccesstosuchitemsastheRelationshipTrees,InfoCenterentries,and
theabilitytolaunchHEATfromGoldMinePremiumEdition.
UserswithMasterRightscanaccessallpartsofthesystemandbypassallthesecuritysettingsexceptfortheuser’s:
■ PersonalContacts
■ PersonalBasefilesintheInfoCenter
■ Encryptede-mail
MasterRightsusersaretheonlyuserspermittedtoaccessandmodifyusersettings.GoldMineadministratorsshould
haveMasterRights.
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GoldMineAdministrator'sGuide
Formoreinformation,seethefollowingtopics:
o RecordOwnership
o ToSetUserMenus
o RecordCurtaining
o CreatingUserMenuTemplates
o UsersProperties
o ToViewtheUserTimeClock
o ToSettheUserProfile
o ToSettheOutlookSyncOptions
o ToSetUpUserMembership
o CloneUserSettings
o SettingUpUserGroups
o UserPasswords
o ToSetUserAccess
Record Ownership
Contactrecordscanbeownedbyeveryone(public),byauser,orbyusergroups.Ownershipdeterminessecurityon
contactrecords.Considerthefollowingwhensettingrecordownership:
■Recordsownedby(public)canbeviewedandeditedbyallusers.Viewingandeditingsecuritycanbeseton
individualfields.
■RecordOwnershipisusedwhenrecordcurtaining(seeRecordCurtaining)isapplied.Ownershipisstoredinthe
OwnerfieldintheContact1table.
Ownership can besetwhen you
■CreateaContactRecord(seeToSettheUserProfile)
■ConfigureRecordOwnership(seeSettingOwnershipintheRecord-RelatedSettings)
Record Curtaining
Recordcurtaining(seeSettingOwnershipintheRecord-RelatedSettings)letsyouhideinformationinacontact
recordfromthoseindividualswhodonotowntherecord.Withrecordcurtainingactive,ifyoutrydisplayinga
contactrecordyoudonotown,thelowerportionorallofthecontactrecordis“curtained,”hidingthedatafrom
view.
NOTE:CurtainingstatusisstoredintheContact1table.Thelevelofcurtainingisstoredinthe
secondpositionintheStatusfield.Ablankorzeroindicatesnocurtaining,a1indicatespartial
curtaining,a2indicatescompletecurtaining,anda3indicatessemi-partialcurtaining.
RecordcurtainingiscontrolledbytherecordOwner.Eachcontactrecordcanbeeither“public”or“private.”When
anewrecordisaddedtothedatabase,ownershipdefaultsto(public).PublicrecordscanbeviewedbyallGoldMine
users.
Privaterecordsarerecordswithanassignedanowner,eitheranindividualGoldMineuser,orausergroup.Ifyou
selectcompleterecordcurtaining,privaterecordscanbeviewedonlybytheirowners,orbymembersoftheowner
usergroup.Ifyouselectpartialcurtaining,otheruserscanseeonlythecompany,contact,andphonenumberforthe
privaterecords.
NOTE:Whenannon-owninguserperformsglobaloperations,suchasmassdeletionsorfield
updates,GoldMineignorescompletelycurtainedrecords.Inaddition,scheduledactivitieslinkedto
acurtainedrecordappearasunlinkedtounauthorizedusers.
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GoldMineAdministrator'sGuide
Curtaining Levels
■None:AlluserscanviewtheentireContactRecord.
■Semi-partial(hidetabs):Userswhoarenotrecordownerscanviewtheupperfourpanes,butcannotviewthe
Tabs.
■Partial:Userswhoarenotrecordownerscanviewonlythecontactname,andphonenumberareas.
■Complete:Userswhoarenotownerscannotaccessanyofthecontactinformation.
NOTE:CurtainingstatusisstoredintheContact1table.Thelevelofcurtainingisstoredinthe
secondpositionintheStatusfield.Ablankorzeroindicatesnocurtaining,a1indicatespartial
curtaining,a2indicatescompletecurtaining,anda3indicatessemi-partialcurtaining.
Tosettherecordcurtaining,selectEdit>RecordProperties>Record-relatedSettings,ThenclicktheOwnership
tab.
TIP:TheGlobalReplaceWizardcanbeusedtoperformamassupdatetochangeownershipof
records.Formoreinformation,seeGloballyReplacingFieldData.
Users Properties
Controlauser’ssecurityaccessinGoldMinethroughtheUserProperties,whichdefineauser’ssecurityandaccessin
GoldMine(Tools>Users'Settings).
NOTE:Fornewusers,clicktheNewbutton.Forexistingusers,selecttheuserandthenclickthe
Propertiesbutton.
■TheProfiletabdefinessecurity,automaticrecordownership,andforcedlog-outforauser(seeToSettheUser
Profile).
■TheMembershiptabassignsorremovesauserfromagroup(seeToSetUpUserMembership).
■TheAccesstabsetsgeneralsecuritytocontroluseraccesstoGoldMinefeatures(seeToSetUserAccess).
■TheMenutabconfiguresmenuoptionsavailabletotheuser(seeToSetUserMenus).
■TheTimeClocktabdisplaysalogshowingtheuser’sactivityinGoldMine(seeToViewtheUserTimeClock).
■TheOutlooktabcontainsoptionsforsynchronizationbetweenOutlookandGoldMine(seeToSettheOutlook
SyncOptions).
Best Practices for a GoldMine Administrator
Createoneorseveralidealuserstoreflectbasicsettingsapplicabletomanyusers.Forexample,youmighthavetwo
prototypeusers:SalesStaffandSupervisor.EachoftheseusertypeshasdifferentrightsandmenusinGoldMine.
AllowtheSalesStafftoaddandeditnewcontactsbutnottodeletecontactsorviewother’scalendars.The
Supervisorcanaddanddeletecontactsandviewanyone’scalendar.Aftertheidealuserorusersarecreated,clone
theuser’ssettings(seeCloneUserSettings)foreachactualuserwiththesamerights.
ToSettheUserProfile
UsetheProfiletabtocreateandsetbasicuserinformationsuchasausername,initialsecurity,andforcelogout
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(forcingusersoutataparticulartimeorwheninactiveforaperiodoftime).
Usethefollowingproceduretosetupauserprofile.
1. SelectTools>Users'Settings.
2. AttheUsers'MasterFiledialogbox,clickNewtocreateanewuser,orselectanexistinguserandclick
Properties.
3. Attheuser'sPropertiesdialogbox,clicktheProfiletab.
4. TypetheUsername(upto8characters;mustbeginwithaletter).
5. Typetheuser'sFullName.
6. Typetheuser’sE-mailaddress.
7. IntheSecurityareaconfigurethesesettings:
○ Password.Typethepasswordassignedtotheuser.Youmustprovidetheusernameandpasswordyou
createdsotheusercanlogintoGoldMine.
○ Validfordays.Inthedrop-downlist,selectthenumberofdaystheuser’spasswordisvalid,oracceptthe
default(Always).
○ Nextchange.IfyouchangetheValidfordaysfield,selectthedatethepasswordbecomesinvalidandthe
usercannotlaunchGoldMine.
○ MasterRights.SelectthisoptiontogivetheuserunrestrictedaccesstoallofGoldMine.
○ TheOwnershipbuttondisplaystheNewRecordOwnershipdialogbox.Ownershipletsyouspecifywhether
thenewContactRecordstheuseraddstothedatabasearepublicrecordsorownedbyaspecificuseror
usergroup(seeRecordOwnership).
○ TheForcedLogoutbuttonopenstheForcedLogoutdialogboxwiththefollowingoptions:
NOTE:TheForcedLogoutoptionisdisabled(setto0)bydefault.
-LogoutuserandterminateGoldMinewhenidleforaperiodoftime.Clickthisboxtoautomaticallylog
theuseroutofGoldMineandactivatethefollowingsettings:
-Whenidlefor.SelecttheperiodofinactivitybeforeusersareautomaticallyloggedoutofGoldMine.
-Forcedlogoutonlyafterthistime.Selectthetimeforaforcedlogout.
Thisoptionisusefulformakingyoursystemavailablefornightlymaintenance,withoutforcingusersto
logoutduringthebusinessday.
TIP:TheForcelogoutoptionsareimportantinmanagingalimitednumberoflicenses.;many
maintenancefunctionscanbeperformedonlyifallusersareloggedoutofGoldMine.
8. SelectoneoftheE-mailOptions:
○ Alwaysusee-mailserver(recommended)sendsthee-mailmessageusingtheaddressenteredabove.
○ UseGoldMinemessagingwhenavailableusestheuser-to-usermessagingfore-mailssendwithinGoldMine.
9. ClickOKtosavetheuser'sProfilesettingswithoutconfiguringthedetailedusersecuritysettings,orclickthe
Membershiptabtocontinueconfiguringtheuser’sproperties
ToSetUpUserMembership
Userscanbelongtoseveralgroups,allowingthemaccesstothegroup’scontactsforcollaboration.Groupsmustbe
createdbeforeassigningausertoausergroup.Ifusergroupswerenotcreated,clickUserGroupsSetuptoaddthe
usertoagrouportocreateagroup(s).SeeSettingUpUserGroups.
Usethefollowingproceduretosetupausermembership
1. SelectTools>Users'Settings.
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2. SelecttheuserandthenclickProperties.
3. ClicktheMembershiptab.
TheMemberofGroupslistindicateswhichgroupstheuseralreadybelongsto.TheExcludedfromlistindicates
whichgroupstheuserisnotamemberof.Tochangetheuser'smembership,double-clicktheusernameto
movetheuserfromonecolumntotheother.
4. Tocreateusergroupsorrefinethemembership,clickUserGroupsSetup.
5. AttheUserGroupsSetupdialogbox,highlightthegrouptowhichtoaddtheuser.
6. ClickMemberSetuptolaunchtheGroupMembershipSetupdialogbox.
7. Double-clicktheuser'snameintheUsers'ListboxtoaddtheusertotheGroupMemberslist.
8. Toaddtheusertoothergroups,returntotheUserGroupsSetupdialogboxandhighlightthenewgroup.
ClickMemberSetuptolaunchtheGroupMembershipSetupdialogboxanddouble-clicktheuser'snameinthe
Users'Listbox.
NOTE:YoucancreateUserGroupswhileaddingtheusertoagroup.OntheUserGroupsSetup
dialogbox,clickNewandfollowthesteps.
9. ClickOKandthenclickClose.
TheMemberofGroupslistdisplaysthegroupsofwhichtheuserisamember.
10. ClickOKtoreturntotheUsers'MasterFile,orclicktheAccesstabtocontinueconfiguringuserproperties.
SettingUpUserGroups
Itisrecommendedthatyoulogicallygroupusersaccordingtofunctionstheyperform.Usergroupnamesstoreinthe
Lookuptable;usergroupmembersareencryptedintheUser.dbttable.
Usethefollowingproceduretosetupusergroups.
1. SelectTools>UserGroups.
2. AttheUserGroupsSetupdialogbox,clickNew.
3. TypetheUserGroup'snameinthefieldandclickOK.
TheusergroupdisplaysintheUserGroupsbox.
4. Toaddusers,clickMembersSetup.
TheGroupMembershipSetupdialogboxopens.
5. ToaddindividualusersorallmembersofanexistinggrouptotheGroupMembersbox,double-clicktheuserin
theUserList, orthegroupintheGroupList,toadduserstotheGroupMemberslist.
6. ClickOK.
7. Aftercreatinggroupsandaddingmembers,clickClose.
ToSetUserAccess
UsetheAccesstabtoconfigureauser’saccessrightsonContactRecords,accesstoinformationofotherusers,and
miscellaneousaccessrights.Ifanitemisselected,theusercanperformtheactioninGoldMine.
1. SelectTools>Users'Settings.
2. Selecttheuser'snameandclickProperties.
3. ClicktheAccesstab.
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4. IntheContactRecordarea,select:
○ AddNew.Addacontactrecord.
○ EditFields.Editfieldsinthetophalfofthecontactrecord,theuser-definedfieldsintheFieldstab,andthe
Notestab.
NOTE:WithoutEditFieldsrights,userscannoteditfieldsonanycontactrecords,includingthe
recordstheyown.
○ Delete.Deletecontactrecords.
○ Requiredfieldoverride.Authorizeanoverrideonarequiredfield.
○ AssignOwner.AssignContactRecordownershiptootherusers.
○ EditTabFolders.Editdatainthetabs.
NOTE:WithoutEditTabfoldersrights,userscannotedittabfoldersonanycontactrecords,
includingtherecordsthetheyown.
○ ScheduleProcess.Assignsanautomatedprocesstoacontact.
5. IntheGeneralAccessarea,select:
○ BuildGroups.BuildtheirowngroupsofContactrecordsintheFiltersandGroupsdialogbox.
○ ‘Outputto’menu.EnabletheOutputtooptioninthelocalmenusinGoldMinetoallowoutputtoprinter,
Word,Excel,andclipboard.
NOTE:Non-MasteruserscannotselectPrinterintheOutputtomenubecauseofReportssecurity
considerations.
○ Net-Updateconnections.RunaversionupdateonthelivesystemusingtheInternet.
IMPORTANT:ThisoptionwillnotworkwithGoldMinePremiumEdition.
○ Deleteunlinkede-mail.
○ IssueSQLQueries.WriteandsendSQLqueriestoretrievedatafordisplay.
○ Real-Timefolder.ViewtheReal-TimetabintheActivityList.Displaysallusers’completedactivities.The
Real-timefolderdisplayshistoryitemsthatwereupdatedwithintheselecteddaterange.Itisnotbasedon
thecompletiondatefortheactivity.
NOTE:Whenappliedtomanyusers,thisoptioncanaffectnetworkperformance.
○ CustomizeToolbar.Addandremovetoolbaricons.
○ SQLLogonnameandSQLPassword.
IfusingGoldMinewithaSQLdatabaseandyouassignedtheuseranindividualorgrouplogonnameand
passwordinSQL,typetheinformationinthetextboxes.ThislaunchesGoldMinewithoutrequiringthe
user'sSQLlogonnameandpasswordeachtime.
6. IntheNotesAccessarea,select:
○ InsertNotes.Allowenduserstoaddnotes.
○ Edit/Delete.Allowenduserstoeditordeletetheirownnotes.
○ Edit/Deleteothers’notes.Allowenduserstoeditordeletenotesfromotherusers.
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