Users Properties

Control a user’s security access in GoldMine through the User PropertiesClosed Settings that define a user's security and access in GoldMine., which define a user’s security and access in GoldMine (Tools > Users' Settings).

NOTE: For new users, click the New button. For existing users, select the user and then click the Properties button.

■ The Profile tab defines security, automatic record ownership, and forced log-out for a user (see To Set the User Profile).

■ The Membership tab assigns or removes a user from a group (see To Set Up User Membership).

■ The Access tab sets general security to control user access to GoldMine features (see To Set User Access).

■ The Menu tab configures menu options available to the user (see To Set User Menus).

■ The Time Clock tab displays a log showing the user’s activity in GoldMine (see To View the User Time Clock).

■ The Outlook tab contains options for synchronization between Outlook and GoldMine (see To Set the Outlook Sync Options).

Best Practices for a GoldMine Administrator

Create one or several ideal users to reflect basic settings applicable to many users. For example, you might have two prototype users: Sales Staff and Supervisor. Each of these user types has different rights and menus in GoldMine. Allow the Sales Staff to add and edit new contacts but not to delete contacts or view other’s calendars. The Supervisor can add and delete contacts and view anyone’s calendar. After the ideal user or users are created, clone the user’s settings (see Clone User Settings) for each actual user with the same rights.

Use the Profile tab to create and set basic user information such as a user name, initial security, and force log out (forcing users out at a particular time or when inactive for a period of time).

Use the following procedure to set up a user profile.

1. Select Tools > Users' Settings.
2. At the Users' Master File dialog box, click New to create a new user, or select an existing user and click Properties.
3. At the user's Properties dialog box, click the Profile tab.
4. Type the UsernameClosed Use this name to log into GoldMine. Identifies the user's activities. (up to 8 characters; must begin with a letter).
5. Type the user's Full Name.
6. Type the user’s E-mail address.
7. In the Security area configure these settings:

○ Password. Type the password assigned to the user. You must provide the user name and password you created so the user can log into GoldMine.

○ Confirm Password. Re-type the password assigned to the user. The value must match the value from the Password field.

○ Valid for days. In the drop-down list, select the number of days the user’s password is valid, or accept the default (Always).

○ Next change. If you change the Valid for days field, select the date the password becomes invalid and the user cannot launch GoldMine.

○ Master Rights. Select this option to give the user unrestricted access to all of GoldMine.

○ The Ownership button displays the New Record Ownership dialog box. Ownership lets you specify whether the new Contact Records the user adds to the database are public records or owned by a specific user or user group (see Record Ownership).

○ The Forced Logout button opens the Forced Logout dialog box with the following options:

NOTE: The Forced Logout option is disabled (set to 0) by default.

- Log out user and terminate GoldMine when idle for a period of time. Click this box to automatically log the user out of GoldMine and activate the following settings:

- When idle for. Select the period of inactivity before users are automatically logged out of GoldMine.

- Forced logout only after this time. Select the time for a forced logout.

This option is useful for making your system available for nightly maintenance, without forcing users to log out during the business day.

TIP: The Force log outClosed Forces users out at a particular time or when inactive for a period of time. options are important in managing a limited number of licenses.; many maintenance functions can be performed only if all users are logged out of GoldMine.

8. Select one of the E-mail Options:

○ Always use e-mail server (recommended) sends the e-mail message using the address entered above.

○ Use GoldMine messaging when available uses the user-to-user messaging for e-mails send within GoldMine.

9. Click OK to save the user's Profile settings without configuring the detailed user security settings, or click the Membership tab to continue configuring the user’s properties

Users can belong to several groups, allowing them access to the group’s contacts for collaboration. Groups must be created before assigning a user to a user group. If user groups were not created, click User Groups Setup to add the user to a group or to create a group(s). See Setting Up User Groups.

Use the following procedure to set up a user membership

1. Select Tools > Users' Settings.
2. Select the user and then click Properties.
3. Click the Membership tab.

The Member of Groups list indicates which groups the user already belongs to. The Excluded from list indicates which groups the user is not a member of. To change the user's membership, double-click the user name to move the user from one column to the other.

4. To create user groups or refine the membership, click User Groups Setup.
5. At the User Groups Setup dialog box, highlight the group to which to add the user.
6. Click Member Setup to launch 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. Membership Setup dialog box.
7. Double-click the user's name in the Users' List box to add the user to the Group Members list.
8. To add the user to other groups, return to the User Groups Setup dialog box and highlight the new group.

Click Member Setup to launch the Group Membership Setup dialog box and double-click the user's name in the Users' List box.

NOTE: You can create User Groups while adding the user to a group. On the User Groups Setup dialog box, click New and follow the steps.

9. Click OK and then click Close.

The Member of Groups list displays the groups of which the user is a member.

10. Click OK to return to the Users' Master File, or click the Access tab to continue configuring user properties.

It is recommended that you logically group users according to functions they perform. User group names store in the Lookup table; user group members are encrypted in the User.dbt table.

Use the following procedure to set up user groups.

1. Select Tools > User Groups.
2. At the User Groups Setup dialog box, click New.
3. Type the User Group's name in the field and click OK.

The user group displays in the User Groups box.

4. To add users, click Members Setup.

The Group Membership Setup dialog box opens.

5. To add individual users or all members of an existing group to the Group Members box, double-click the user in the User List, or the group in the Group List, to add users to the Group Members list.
6. Click OK.
7. After creating groups and adding members, click Close.

Use the Access tab to configure a user’s access rights on Contact Records, access to information of other users, and miscellaneous access rights. If an item is selected, the user can perform the action in GoldMine.

1. Select Tools > Users' Settings.
2. Select the user's name and click Properties.
3. Click the Access tab.
4. In the Contact RecordClosed 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. area, select:

○ Add New. Add a contact record.

○ Edit Fields. Edit fields in the top half of the contact record, the user-defined fields in the Fields tab, and the Notes tab.

NOTE: Without Edit Fields rights, users cannot edit fields on any contact records, including the records they own.

○ Delete. Delete contact records.

○ Required fieldClosed A field for which data must be entered. override. Authorize an override on a required field.

○ Assign Owner. Assign Contact Record ownership to other users.

○ Edit Tab Folders. Edit data in the tabs.

NOTE: Without Edit Tab folders rights, users cannot edit tab folders on any contact records, including the records the they own.

○ Schedule ProcessClosed 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.. Assigns an automated process to a contact.

5. In the General Access area, select:

○ Build Groups. Build their own groups of Contact records in the Filters and Groups dialog box.

○ ‘Output to’ menu. Enable the Output to option in the local menus in GoldMine to allow output to printer, Word, Excel, and clipboard.

NOTE: Non-Master users cannot select Printer in the Output to menu because of Reports security considerations.

○ Delete unlinked e-mail.

○ Issue SQL Queries. Write and send SQL queries to retrieve data for display.

○ Real-Time folder. View the Real-Time tab in the Activity ListClosed A list of task or event information displayed in a set of tabs.. Displays all users’ completed activities. The Real-time folder displays history items that were updated within the selected date range. It is not based on the completion date for the activity.

NOTE: When applied to many users, this option can affect network performance.

○ Customize Toolbar. Add and remove toolbar icons.

○ SQL Logon name and SQL Password.

If using GoldMine with a SQL database and you assigned the user an individual or group logon name and password in SQL, type the information in the text boxes. This launches GoldMine without requiring the user's SQL logon name and password each time.

6. In the Notes Access area, select:

○ Insert Notes. Allow endusers to add notes.

○ Edit/Delete. Allow endusers to edit or delete their own notes.

○ Edit/Delete others’ notes. Allow endusers to edit or delete notes from other users.

7. In the Access to Others area, select the options and modify as needed.

NOTE: Access to other user’s Calendars, History, and Forecasts are hidden from a user when access to others has been removed.

○ Calendar. Select this option to do the following:

- Designate the available options from the User drop-down on the Calendar or Activity List window.

- Designate if pending activities from other users are available on a contact record's Pending tab

○ History. Select this option to do the following:

- View other users’ completed activities in the Closed or Filed tab of the Activity List.

- Designate if completed activities from other users are available on the contact record's History tab.

- View other users’ completed sales activities in the Completed ActivitiesClosed 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. Analysis dialog box.

○ Forecast. Select this option to designate the users available when you click the Select User(s) button on the Forecasted Sales Analysis window. (Go To > Analysis > Forecast Analysis.... Checking (or unchecking) this option will change what is viewed on the Pending tab.

○ Reports. Access other users’ reports.

○ Template. Access other users’ templates in the Document Management Center.

○ Filters. Access other users’ Contact record filters.

○ Groups. Access other users' groups of contacts.

○ Links. Access and launch other users’ linked documents.

○ Opp/projects. View opportunities and projects assigned to other users.

○ Cases. View cases (on the Cases tab and in the Service Center) assigned to other users.

8. Click OK to return to the Users' Master File, or click the Menu tab to continue configuring the user’s properties.

Use the Menu tab to configure menu options available to users. This is another way of setting security and controlling user access to features. Also create templates of menu options to apply to users as you create their properties.

Use the following procedure to set up a user menu.

1. Select Tools > Users' Settings.
2. Highlight the user and click Properties.
3. Click the Menu tab in the User Properties dialog box.
4. To use a menu, select one option:

○ Apply a menu template you created by selecting the template name in the drop-down list.

○ Click Expand to display all menu options.

To expand the menu display, click the icon next to each option to change the status. When the icon is red, the option is unavailable to the user. When the icon is green, the option is available.

NOTE: If the Resize menu option located under Edit > Record Details > Resize is restricted, the custom screens in the Fields tab display as GoldMine menu options.

5. OK to save the Menu configuration and return to the Users' Master File, or click the Time Clock tab to continue configuring the user’s properties

The GoldMine Administrator can restrict a user's access to the User Options dialog box.

1. Open the Tools menu and select Users' Settings.
2. Select a user from the list.
3. Click Properties and then select Menu.
4. Choose available main menu items for the selected user and then click Save.

Menu layouts can be saved for instant recall for any user.

Save User Property Menu configurations as a template and apply the template to other users.

Use the following procedure to set up a user menu template.

1. Select Tools > Users' Settings.

Highlight the user and click Properties.

2. Click the Menu tab in the User Properties dialog box.
3. Click Expand to display menu options.
4. Click the icon beside the option to change the status.

When the icon is red, the menu option is unavailable to the user. When the icon is green, it is available.

5. Click Save to save the setup as a menu template.
6. At the Save Menu Template dialog box, type the name of the template.
7. Click OK to save the template.

NOTE: To delete a Menu template, select it in the drop-down list and click Delete.

The Time Clock tab is a management tool rather than a configuration option. View the user's activities in GoldMine.

○ Date. Date of the logged activity by the selected user.

○ Login. Time the user logged into GoldMine.

○ Logout. Time the user logged out of GoldMine.

○ Logged. Total time the user was logged into GoldMine, including any time logged away.

○ In. Total number of times the user logged into GoldMine.

○ Keys. Number of keystrokes pressed by the user while working in GoldMine.

○ Clicks. Number of mouse clicks performed by the user while working in GoldMine.

○ CRC. Indicates whether the data in the user log was modified outside of GoldMine. This column displays OK for every log entry that is free of tampering; that is, external.

The Outlook tab allows you to set synchronization abilities for the user.

1. Select Tools > Users' Settings.

Highlight the user and click Properties.

2. Click the Outlook tab in the User Properties dialog box.
3. Select from the following options:

○ Enable on-demand sync with Outlook

This option determines if user has an access to a menu item Synchronize with Outlook menu option (Tools > Synchronize > Synchronize with Outlook). Disabling this menu item does not necessarily mean that sync does not occur for this user. A user with Master rights can configure the Outlook profile for automatic synchronization.

NOTE: This option is automatically selected and enabled for Master users.

○ Enable sync with Outlook when system time zone is different from user’s home time zone

This option determines if sync can occur if Windows time zone changed since the last time sync took place.

4. Click OK to return to the Users' Master File, or click another tab to continue configuring the user’s properties.