Scheduling Activity Details

Use this procedure to schedule Calls, Next Actions, Appointments, Other Actions, and Events.

1. Select Schedule > <(an activity)> (such as Call).
2. At the Schedule <(an activity)> Detail tab, select the Contact(s). To schedule the activity to the current Contact and to other Contacts, click the Search button to the left of the Contact field. Select one option:

○ Select another contact from this record lists additional contacts for the contact record.

○ Look up another contact launches the Contact Search Center (see Searching for Contact Records).

○ Select multiple contacts opens the Contact(s) Selection dialog box (see To Modify Contacts for a Scheduled Activity)

○ Select filter or group opens the Select contact FilterClosedSort condition used to select a subset of records from the entire database./GroupClosedFixed set of contact records that meet an initial set of conditions. Once selected, member records subsequently have instantaneous access to the subset. This method can be used instead of filters, to maintain a subset of data. dialog box.

NOTE: Appointments scheduled to a contact filter or group appear differently in GoldMine and Outlook. In GoldMine, an entry appears for each contact (returned by the filter or group) on the GoldMine Calendar.In Outlook, a single entry appears for the appointment on the Outlook Calendar, but the Subject line of the appointment includes the text “<username>, Multiple contacts”, where <username> is the name of the user that scheduled the appointment.

○ Create a new contact opens the New Record dialog box (see Creating a New Contact Record).

3. If you want to maintain the connection between the activity and the contact, check the Link to selected contact box. Clearing this option removes the contact’s name from the contact text box and does not link to any contact.
4. In the Reference field, type a reference line or select an entry from the F2 LookupClosedSpecial type of browse window that can be customized to contain frequently used or code-specific entries. Security options can control F2 lookups to ensure user input and allow standardization of data. list.
5. In the Notes field, type related notes.

Enhanced text options such as bold, italics, underline, font color, and spell checker are allowed.

TIP: To change settings in the GM.iniClosedA file located in the GoldMine directory containing commands for general GoldMine operation. The most important are the SysDir, GoldDir, and CommonDir. file to display all activity Notes as simple text rather than HTMLClosedHyperText Markup Language. The authoring language used to define the structure and layout of a Web document by using a variety of tags and attributes., in the [GoldMine] section type HTML_Cal_Notes=0 to disable the HTML Notes, or contact your system administrator.

6. In the Options area, configure:

○ Activity changes the type of activity to schedule without restarting the process.

○ Code identifies the activity from the F2 Lookup list.

○ Color specifies the activity color.

○ OpportunityClosedInvolves a group working as a team with multiple organizations and contacts to successfully close a complex sale./ProjectClosedInvolves a group working as a team to complete a long-term project that involves multiple component tasks. specifies the opportunity or project. Click New to create one.

7. In the Primary User area, select the user or user group to assign the activity to in the drop-down list.
8. In the Time area, configure:

○ Date. Date of the activity using the F2 graphical calendar.

○ Time. Time the activity starts using the F2 graphical clock.

○ Duration. Select a Duration increment of Min (minutes) or Hr (hours) in the right-hand drop-down list, then type or select the time in the left-hand box using the up and down arrows.

○ Alarm. Select Alarm to enable notification before the time of the activity. The time the alarm sounds defaults to 10 minutes before the activity. Use the F2 Lookup graphical clock and calendar to set the alarm's time and date.

NOTE: When GoldMine is integrated with Outlook, the Outlook reminder will be turned off for a GoldMine activity retrieved with an alarm time that is later than its starting time.

9. In the Actions area, select:

○ Notify via E-mail sends an e-mail message to the user or users the activity is scheduled for or when the scheduled activity is changed.

○ Auto-generate RSVP notifies you when the assigned user or users complete the activity.

○ Mark as Private makes the activity readable only by the creating user. It is marked (Private) in the contact’s Pending tab.

○ Send a request with the activity to sends an e-mail notice of the activity to the contacts, users, or both.

10. Click Schedule to save and close the dialog box.

To Modify Contacts for a Scheduled Activity

While Scheduling Activity Details, you can click the Details tab of the Schedule <an Activity> dialog box to add, remove, or change the Contacts for a scheduled activity.

1. On the Schedule <an Activity> dialog box, click the Detail tab.
2. To Change the Primary Contact:

○ Click the Search button and select Look up another contact from the menu. Then, search for a Contact in the Contact Search Center

3. To Add a Contact:

○ Click the Search button and select Select multiple contacts from the menu. The Contact Search Center opens. Click the New button and search for a Contact in the Contact Search Center.

4. To Remove a Contact:

○ Click the Search button and select Select multiple contacts from the menu. Then, select the Contact from the list and click Remove. Click Remove All to remove all Contacts from the activity.

5. Click OK to save and continue.