May 2007

With the summer vacation season rapidly approaching, now’s a good time to put all those vacation days on your GoldMine calendar so you don’t end up accidentally scheduling a business meeting when you’re going to be on the lake!

First, find your record in GoldMine.  If you don’t have one just create one with your name, phone number, etc.

(Using GoldMine Premium Edition Screen Shots)

Next choose Schedule | Appointment then enter the following information in the window.

•    Reference Line: Vacation
•    Color: Yellow
•    Date: First day of your vacation
•    Time: 8:00am
•    Duration: 9 Hours

Next we’re going to set the duration of the vacation.  Click the Recurring tab.  The Start Date should be set already.  Choose the appropriate End Date and for frequency choose Daily.

Click Schedule and you’re all set!

Your mom, neighbor, plumber, kids' teachers are probably people who's name, birthday, phone number and email address you probably want to remember.
 
GoldMine already tracks your professional contacts, why not keep all your contacts in one place?  There's no reason not to, except you don't really want other people at your office seeing those names and numbers.  You don't really want that weird Joe guy sitting next to you dialing up your sister thinking she's a prospect!

To keep a record, any record, in GoldMine private to you we set it's ownership and curtaining.  Ownership determines who is the owner of the record.  A record that is owned cannot edited by anyone other than the owner of the record or someone with master rights. Curtaining determines how much of a record (if anything) a non-owner can see.

When these options are set they’ll be set for the contact record currently being viewed.  To set Ownership and Curtaining we go to Edit | Record Properties | Record Related Settings.  

 
Then choose the Ownership tab.
 
Set “Owned By” to the user or user group who should own the record.  Then set Record Curtaining to the appropriate level. 

If curtaining is set at None the entire record will be visible.  If Semi-partial is selected the top half is visible but none of the information in the tabs.  If Partial is selected then only the top few lines of the record (Name and phone numbers) are visible.  If  Complete is selected then the record will not appear in the search center or anywhere else.  Complete would probably be the appropriate setting for contacts of a personal nature.

In our previous entry, we created an empty Group to track our ‘Hot List’ in.  Here’s how to add people to the Hot List.

First, find the Members tab in GoldMine.  You may need to Click on the Right-Arrow to the right side of your screen to see it.

Once you find the members tab do a Right-Click | New from within the area under the tab to add this contact to the ‘Hot List’.

Choose the Group to add the contact to… In this case it’s our ‘Gadgets Hot List’.

Voila!  They are added to the group.

You can also add contacts to a group by dragging them from the Contact Search Center into the members area within the Groups window.  

Once the Group is built you can run reports against it, schedule calls against everyone in the group, print them out from the Contact Search Center, etc…

You’ll see the complete list of contacts in a group from the Filters & Groups area (View | Contact Groups).  From there you can also choose Right-Click | Output  to print the members list.

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… If you’re in sales, then this shouldn’t be a new concept.  Your hot list is simply your top prospects or opportunities.  Here’s an easy way to keep these at ‘top of mind’.

There are many ways to do this within GoldMine…  Here’s one way that offers the individual sales rep the most flexibility, but will also allow managers to report on the lists if necessary.  

Our first step is to create an empty group.  In Part #2 I’ll cover adding contact to the Hot List.  To create a group, first, go to View | Contact Groups.

In the top half of the Contact Group window right-click then click New.

The Group Name is how we’ll reference the group.  You may simply call it “Hot List”, or, perhaps, you want to have a couple of hot lists so can also name it something else, such as “Gadgets Hot List”.  GoldMine doesn’t care.

Uncheck Build the Group.  If you are in a sync environment with laptops and you want others to see the group then check Synchronize Group.

Click OK.  You’ll now see your “Gadgets Hot List” group with 0 members.  Next week we’ll start adding contacts to this group. 

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