Creating Actions

Each Automated Process A sequence of two or more events, which are the step-by-step instructions that GoldMine evaluates to perform a defined series of activities. Also known as an Automated Process. event has a triggered action. The trigger is evaluated and if the criteria is met, the event's action is performed. Select one of these actions from the drop-down list, then click Options to configure the associated settings:

○ Print Form (see page 1)

○ E-mail Message (see page 1)

○ Print Report (see page 1)

○ Schedule Activity (see page 1)

○ Create History (see page 1)

○ Create Detail (see page 1)

○ Add to Group (see page 1)

○ Update Field (see page 1)

○ Remove Process (see page 1)

○ Add a New Process (see page 1)

○ Branch to Event (see page 1)

○ Run Application (see page 1)

○ Create Case (see page 1)

Print Form

Select the Document Type.

NOTE: Spreadsheet templates with link fields do not print with Automated Processes, because it does not allow proper update of the linked fields; Use only when the file has static data.

Select the User who owns the template you want to print.

Select a Template. The list is limited to the templates in the Document Management Center owned by the selected user and of the selected document type.

In the Printing Schedule area, select:

○ Print immediately: The form is printed immediately upon execution.

○ Queue for immediate printing: The form is queued and is printed on the queued printing schedule.

○ Queue for printing in x days: Queues the form until the specified number of days is reached. Type the number of days in the text box.

In the User area, select a user the activity is recorded for:

○ Record Owner: Owner of the Contact record, if record ownership was set.

○ Assigned User: User specified in the Activity Details.

○ Attaching User: User attaching the Track to the record.

○ Logged User: User currently logged into the workstation executing the Automated Process.

In the Output method area, select Print or Fax.

Click OK.

NOTE: When a Print Form action is executed, 2 records are added to the History tab Lists completed activities associated with the Contact Record.. One records the history of the action and the other records the successful printing of the form.

E-mail Message

Chose a template to print as an E-mail message action in an Automated Process.

In the Template tab, configure:

○ User: Select the user who owns the e-mail template to be sent.

○ Template: Templates displayed are limited to those owned by the selected user and configured in the Document Management Center.

○ Merge for: Select the user to be listed in the From field of the e-mail message.

○ User: Select Merge for > Selected User > User, then select a particular user.

On the Recipient tab, configure:

○ Contact Section: Select Primary Address to send the message to the primary e-mail address or All addresses linked to this record to send the message to other e-mail addresses associated with the Contact Record Standard unit of information in GoldMine that incorporates information, such as: name, company, phone, and address. It serves as the basis for all scheduled work, and acts as the central link between GoldMine’s Calendar and History by maintaining all past and pending events, related to the individual contact records in the GoldMine database..

○ Select All addresses linked to this record and configure specific settings.

- Primary: Sends to the primary e-mail address on the Contact Record.

- Additional: Sends to additional contacts with e-mail addresses.

- Other: Sends to a different e-mail address of the primary contact.

- Limit to E-mail merge code: Sends to contacts with the same e-mail merge code.

○ Delivery Options: Specify delivery options for all recipients. Select an option from the list.

On the File in History tab, configure:

○ Create a history record: Select to create a sent e-mail message record on the contact's History tab.

○ Save the template in history: Select to create a complete record of the message sent.

○ Reference: Type or select a descriptive reference line to display on the history record.

○ Activity: Type or select an activity code for the message.

○ Result: Type or select an result code for the message.

Click OK.

Print Report

From the User drop-down list, select (public) to see the standard reports, or select a particular user if a user has created a custom report you wish to use.

Select the Type:

○ GoldMine: The GoldMine Reports.

From the Reports Categories List, display:

○ Contact Reports: Contact Listing reports.

○ Calendar Printouts: Activity List A list of task or event information displayed in a set of tabs. reports.

○ Analysis Reports: Analytical reports.

○ Labels and Envelopes: Special templates that print data on special paper sizes.

○ Other Reports: Six special report templates.

Select a report to generate from the Report Description list.

NOTE: The reports available in the Report Description list vary depending on selections made in the Reports Categories area.

In the Contacts area, select:

○ All: Report includes all contact records.

○ Current: Report includes only the currently displayed contact record.

○ Filter Sort condition used to select a subset of records from the entire database. or Group: Report includes only the contact records that meet the filter criteria or are in an activated group.

NOTE: GoldMine saves your selection with the report profile.

Click OK.

Schedule Activity

In the Schedule Activity area, select the activity type.

In the User area, select the user the activity is assigned to based on the following options:

○ Record Owner: Owner of the Contact record, if record ownership was set.

○ Assigned User: User specified in the Activity Details.

○ Attaching User: User attaching the Track to the record.

○ Logged User: User currently logged into the workstation executing the Automated Process.

○ User from Field: A user can be selected from a Contact1 or Contact2 field, if the fields are configured accordingly. Example: a Sales Rep field.

Click Activity Details. The related Scheduling dialog appears. Use to specify information about the scheduled activity.

NOTE: Automated Processes do not allow you to schedule and send iCalendar meeting requests as you schedule an action.

Specify how many days out to schedule the activity in the Schedule x days into the future text box.

Select one:

○ From Today: Starts counting days from the current date.

○ From Trigger A predefined condition in an Automated Process event that, when the condition is true, causes GoldMine to execute an action. Date: Starts counting days from the date the event is triggered.

Select Skip Weekends to not include weekend days in the total.

Click OK.

Create History

Choose the history activity as your Create History action in an Automated Process.

Select the Activity Type.

Select the User the activity is assigned to:

○ Record Owner: Owner of the Contact record, if record ownership was set.

○ Assigned User: User specified in the Activity Details.

○ Attaching User: User that attached the Track to the record.

○ Logged User: User currently logged into the workstation executing the Automated Process.

○ User from Field: A user can be selected from a Contact1 or Contact2 field, if the fields are configured accordingly.

Click Activities A time-specific or event-based action linked to Contacts; for example: calls, appointments, letters, To Do tasks, or events that are assigned to users. Details. The Complete an activity dialog appears. Use it to create a specific completed activity record to file in History.

Click OK.

Create Detail

Choose the detail to use as your Create Detail action in an Automated Process.

Select the Detail from the F2 Lookup

Special 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.

Type or select the relevant Reference information from the F2 Lookup list.

Add Notes, as needed.

Select the Info tab to access additional fields.

Click OK.

Add to Group

Add the contacts as group members to your Add to Group action in an Automated Process.

Select the owner of the group from the User drop-down list.

Select the Group to which you are adding the contacts.

Type or select the Membership Reference from the F2 Lookup list.

Select the Sort field from the drop-down list.

Click OK.

Update Field

From the drop-down list, select the field to update.

2. Select Look-up a replacement value in the Lookup.ini if you have an existing subsection in the Lookup.ini that updates this field.

Select Update with dBASE Expression and type a dBASE expression in the text box.

Example, "Updated 5/15/2011".

Click OK.

Remove Process

Terminate and remove the track at any point during the processing phase, assuming the trigger is true. Does not require the setting of additional options.

Add a New Process

Appears under two different scenarios: when building a process and when manually attaching a process on the Processes tab (see Attaching Processes to a Contact. To add an existing track to your current track as your Add a New Track action in an Automated Process:

Select the process to add from the Code and Process Name list.

To execute the attached process immediately, select Process immediately.

Click OK.

Branch to Event

Use to jump to another event as your Branch to Event action in an Automated Process.

Example: The Branch to Event acts as a go to statement. If, after processing sequential event 110, the Branch to Event is set to go to 200, all the "skipped" unprocessed sequential events are ignored.

Select the event from the Branch to Event drop-down list.

Click OK.

Run Application

Launch an external application or execute a Dynamic Database A collection of data fields and related tables, storing information that facilitates access and retrieval. Exchange (DDE) command.

To Run an Application

Select Run Application.

Browse to the location of the Application executable file that launches the outside application.

Add Command line parameters to the launch command.

Select Run minimized to run the application in the background and place a button for the application in the Windows Task bar.

Click OK.

To Send DDE Commands

Select Execute a DDE Command.

Select a DDE Service.

Select a Topic.

Select or type a DDE Client Command.

NOTE: Each product application uses a unique format for DDE requests. Consult that product's documentation for details.

Click OK.

Create Case

For the Automated Process, you can either create a new case based on an existing Service Template (if available) or create an empty case.

Select Create Case from the Perform Action The Automated Process action is the activity performed when triggered. drop-down list. The Automated Process - Create Case dialog appears.

Select one of the options:

○ Use Existing Case Template and then select from the list of available templates.

○ Create an empty case if you want to start with a blank case.

NOTE: If you want to create a new Case Template, click the Create A New Case Template button. The Edit Template dialog opens. Complete the fields as desired and then click Save.

Click OK.