Setting Up the GoldMine Outlook Synchronization

In Outlook, open the GoldMine menu and select Setup GoldMine Plus. Then, click the SynchronizationClosed A proprietary remote synchronization process that can update one GoldMine system with new or changed information that has been entered in another GoldMine system. tab to view the following options:

■ Set up Standard Configuration for Outlook Sync

(see To Set Up Standard Configuration for Outlook Sync)

■ Set up Outlook synchronization for <UserName>

(see To Set Up Outlook Synchronization for a User)

■ Start GoldMine Sync when starting Outlook option

(see To Start GoldMine Sync When Starting Outlook)

To Set Up Standard Configuration for Outlook Sync

1. On the Synchronization tab, click the Set up Standard Configuration for Outlook Sync.

A message box appears.

2. Click Yes to start the Standard Configuration for Outlook Sync Wizard.
3. Enter a descriptive name for the GroupClosed Fixed 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. and then click Next.
4. Select from the Synchronization options and Log Options.

NOTE: Any un-timed (no start/finish time) activities in GoldMine are synchronized to the current time.

5. Click the Advanced button to modify General, Deletions, Field Mapping, Contacts, Calendar, and Task tab options (see Configuring the Advanced Options).
6. Click OK to close the Advanced Options dialog box.
7. Click Next to set the Synchronization Intervals.

○ You can click the ellipse buttons (...) to set the Sync Interval and Retry Interval when synchronizing.

IMPORTANT: Setting the Interval to a shorter rate might create performance issues on the workstation.

○ Change the Number of retries before skipping the session value to set how many synchronization attempts are made before skipping the synchronization.

○ Set the Scan Outlook records once every [x] sessions to determine after how many sessions data is synchronized from Outlook to GoldMine.

For Example: If you synchronize data from GoldMine to Outlook every hour, a value of 10 would sync data from Outlook to GoldMine ever 10 hours. This value is set to 10 by default as the scanning of Outlook is a lengthy operation and most activities go from GoldMine to Outlook.

8. Click Next and then Finish to complete the Standard Configuration for Outlook Sync Wizard.

NOTE: If you have not setup any User Profiles, the Outlook UsernameClosed Use this name to log into GoldMine. Identifies the user's activities. Profile Wizard opens (see To Set Up Outlook Synchronization for a User).

Configuring the Advanced Options

The Advanced Options dialog box displays when you click the Advanced button when configuring Outlook synchronization (see To Set Up Standard Configuration for Outlook Sync and To Set Up Outlook Synchronization for a User).

The Advanced Options dialog box contains several tabs for individual configuration of the synchronization process:

■ General: Define the telephone extension separator, record modification tolerance, duplicate activity checking by Outlook ID number, synchronizing RSVP, and using categories for activities in Outlook

NOTE: You can change the information displayed in the Outlook activity Subject line of a retrieved GoldMine activity by editing the GoldSync.ini file (see Adding Macros to the GoldSync.ini File).

■ Deletions: Define how deletions synchronize between GoldMine and Outlook.

■ Field Mapping: Define mapped fields so GoldMine can place data in the corresponding Outlook fields.

IMPORTANT: If you choose to use a different folder than the default option in the Folder selection area on the Contacts, Calendar, or Task tabs, it is required to define that custom folder path at the system where the profile will be used.

■ Contacts: Specify the location of the Outlook folder in which GoldMine sends and retrieves contact information.

■ Calendar: Specify the Outlook folder in which GoldMine sends and retrieves activity information.

■ Tasks: Specify the Outlook folder in which GoldMine sends and retrieves.

To Set Up Outlook Synchronization for a User

1. On the Synchronization tab, click the Set up Outlook synchronization for <UserName> to start the Outlook Username Profile Wizard.
2. Enter a descriptive name for the user profile and select whether or not to allow this user to synchronize. Click Next to continue.

○ Selecting any of the Synchronizations Options check boxes will display the Synchronization Options dialog box (see To Set Up Standard Configuration for Outlook Sync).

- Basic synchronization options will enable options to sync contacts and/or calendar from GoldMine and/or Outlook to GoldMine and/or Outlook.

- Advanced options will enable the Advanced button on the Outlook Username Profile: Synchronization Options dialog box (see Configuring the Advanced Options).

- Logging options will enable the Logging Options check boxes on the Outlook Username Profile: Synchronization Options dialog box.

○ Selecting any of the Intervals and synchronization frequency options check boxes will display the Synchronization Intervals dialog box (see To Set Up Standard Configuration for Outlook Sync).

3. Outlook synchronization uses standard configuration. If you need to make changes, check the boxes for the areas that need changed for the current user, and then click Next.
4. Specify the GoldMine contact records and Outlook records to sync by cutoff date. Click Next to continue.
5. Select which calendars to synch with Outlook. Click Next to continue.
6. If needed, change the default date/time for the next scheduled sync, then click Next.
7. Click Finish to apply the changes and close the wizard.

To Start GoldMine Sync When Starting Outlook

The Start GoldMine Sync when starting Outlook option on the Synchronization tab allows you to set how Outlook synchronizes to GoldMine. By checking this option, Outlook will synchronize with GoldMine every time Outlook is launched. If this option is not checked, you must synchronize manually with GoldMine (see Synchronizing Outlook and GoldMine Manually).