GoldMine Administrator's Guide Release 2016.1 May2016 490NMcCarthyBld.,Suite100 Milpitas,CA95035USA TEL:800.776.7889 www.goldmine.com Copyrights and Trademarks Copyright©2005-2016HEATSoftwareUSAInc.AllRightsReserved USEOFTHISSOFTWARE,SUBSCRIPTIONSERVICES,ANDRELATEDUSERDOCUMENTATIONISSUBJECTTOTHE TERMSANDCONDITIONSOFTHEAPPLICABLEHEATSOFTWAREEND-USERLICENSEAGREEMENT,HEATCLOUD SUBSCRIPTIONSERVICESAGREEMENT,ANDANYTERMSOFSERVICE(“SUBSCRIPTIONAGREEMENT”).YOUMUST AGREETOTHETERMSANDCONDITIONSOFTHESUBSCRIPTIONAGREEMENTINORDERTOUSETHESOFTWARE ANDSUBSCRIPTIONSERVICE. WARNING:Thesoftwaredescribedinthismanualanditsrelateduserdocumentationisprotectedbycopyrightlaw. Innoevent,shallanypartofthesoftwareorrelateduserdocumentationbecopied,reproduced,distributed, transmitted,storedinaretrievalsystem,ortranslatedintoanylanguage,withouttheexpresswrittenpermissionof HEATSoftwareUSAInc. HEATSoftwareTrademarkInformation ThefollowingaretrademarksofHEATSoftwareUSAInc.and/oritsaffiliatesintheUnitedStatesand/orother countries:GoldMine®,GoldSync®,GoldMine®AnswerWizard™,GoldMine®ManagementIntelligence™,GoldMine® Manager'sConsole™,iGoldMine™,HEAT®,HEAT®Service&Support™,HEAT®PowerDesk™,iHEAT™,HEAT®Self Service™,HEAT®Manager'sConsole™,HEAT®AnswerWizard™,HEAT®QuickStartWizard™,InfoCenter®, AutomatedProcesses™,FirstLevelSupport®,enteo®,DeviceWall®,CentennialDiscovery®,DiscoveryDashboard®, MicroAudit®,SAM™,TheHEAT IsOn™,andotherHEATSoftwareproductsandbrands. OtherTrademarkInformation Microsoft®SQLServer™isCopyright©2008,MicrosoftCorporation.Allrightsreserved. ThissoftwareincludessoftwaredevelopedbytheApacheSoftwareFoundation(http://www.apache.org/). TheSentrySpelling-CheckerEngineCopyright©1999WintertreeSoftwareInc. PortionsCopyright©1998-2008TheOpenSSLProject.Allrightsreserved. TheEdrawComponentprovidedinthisproductiscopyrightedbyEdrawSoft. Microsoftproducts,brandsandtrademarks,includingMicrosoft,Windows,WindowsServer,WindowsVista,SQL Server,andInternetExplorer,arethepropertyofMicrosoftCorporationintheUnitedStatesand/orothercountries. [email protected] Updated: May2016 Page 2of 426 GoldMineAdministrator'sGuide Getting Started NowthatyouhaveinstalledGoldMinePremiumEdition,thischapterwillhelpyouunderstandtheGoldMine Architecture. TheGoldMineFileSystem ■ FileServerandClient/ServerArchitecture ■ Formoreinformationandprocedures,seetheGoldMineUserGuidePDFortheOnlineHelp. The GoldMine File System GoldMinestoresinformationinoneormoredatabasesinwhichrelatedrecordsarelogicallyorganized.Storing informationinadatabaseprovidesadvantagessuchasacommonpointofaccessformultipleusers,applications,and datasecurity. Networkapplicationsmanaginginformationtypicallyorganizeshareddatainarelationaldatabasestructure, supervisedbyaDatabaseManagementSystem(DBMS).TheDBMSsupervisesmaintenanceofandaccesstothe database.Ithasadatabaseenginethatdefinesthedatabasestructure,storesdata,andrespondstorequestsby retrievingdatafromthestoredlocations.TheDBMScanorganizedatainonelargedatabasethatstoresallsystem dataorinmultipleuniquedatabasesinthesamesystem. Informationsystemstodayfacilitatequickandreliabledatamanagementandretrievalusingtherelational database.Atthemostbasiclevel,arelationaldatabaseconsistsoftablesorganizingdataincolumnsandrows.The cellatanycolumn/rowcancontainonlyonevalue.Columnsandrowsworktogethertodefinethetypeof informationacellcontains. GoldMine,actingasaDBMS,usesanumberofdifferentfilestostorevariouselementsofthedataitcollects.Ina GoldMinePremiumEditioninstallation,theshareddatabasefilesandContactfilesarehostedontheserverdatabase whilelicensinganduserfilesremainlocaltotheGoldMinefolder. Inanetworkenvironment,youcanrunworkstationsfromtheexecutableontheserver.Youcanalsoinstall GoldMine'sexecutablefileslocallytoaworkstationifthedatafilesarecentrallylocatedandaccessibletoall GoldMineusers.ThephysicalconfigurationofGoldMineontheharddriveisimportant.ThemainGoldMine executablesshouldalwaysbeoneleveldeepinadirectorystructure.ThepathtoGoldMineshouldbex:\GoldMine, where“x”isthenetworkdrivewhereGoldMineisinstalled.InstallingbyusingUniversalNamingConvention(UNC) paths,theserverpathshouldbe\\server\GoldMine\GoldMineor\\server\sharename\GoldMine. File Server and Client/Server Architecture Networksrequireconfigurationthatmanagesshareddatastoredinacentrallocation.Usersneedawayof accessinginformationfromthecentralfile(s),andtheorganizationneedsawayofprotectingdataintegrityand controllingtraffictomaintaintheavailabilityofsharedresources.Theseneedsaremetusingfileserverand client/serverarchitecture. Page 3of 426 GoldMineAdministrator'sGuide Client/Server Architecture GoldMinePremiumEditionutilizesaclient/serverarchitecture: ■Theclient/serverusesnetworkresourcesmoreefficientlytoreducenetworktrafficandrespondtorequestsfor datawhilemaintainingdatasecurity. ■Theclient/serverarchitectureeffectivelydividesthefunctionsoftheDBMSbetweentheclientandtheserver. ■Theserveractsasthedatabaseenginemaintainingandadministeringaccesstothedata. ■Whentheserverreceivesarequestfromaclient,theserverscansthedatabasefordataontheserverand returnsonlytherequestedpieceratherthanawholeblock. ■Processingoccursattheserver,sotheserversendsbackthedatainfinalformastheresponsetothequery. ■StructuredQueryLanguage(SQL)isthetoolenablingtheapplicationuserinterfacetocommunicatewiththe serverdatabaseengine. NOTE:ToencryptdatabasetrafficbetweenGoldMineandSQLServer,turnonForceProtocol EncryptionoptioninthepropertiesoftheNativeClientConfigurationforSQLserver.Notethatfile attachmentsaretransferredusingMicrosoftnetworkingfilesystemandmightnotbeencrypted. Best Practices for Customizing GoldMine InGoldMine,Administratorshaveanumberofwaysinwhichtheycancustomizeandmodifyfieldsorfilesinorderto tailortheproductfortheneedsoftheorganization.Thesecustomizationscouldencompassuser-definedfields (Contact2),FieldViews,Details,F2Lookups,andResources. FollowingareafewbestpracticesthatGoldMinerecommendsthatAdministratorsfollowinordertominimize issues. ■CreateorModifyCustomizationsonlyfromthemainserver ItisbesttoimplementcustomizationsonlyfromthemainnetworkinstallationofGoldMinePremiumEdition. ■Implementaccessandsecuritycontrolsovermodifyingthecustomizations.GoldSynccanbeconfigurednotto retrievecustomizationsfromremotesites. Wedonotrecommendallowingremoteusersorremotesitestocustomizetheirlocalcopiesandsyncthose customizationsbacktothemainservers.Ingeneralallcustomizationsshouldoccuronthemainserverandbe synchronizedtotheremotesitesorremoteusers. Thislimitsthepossibilityofduplicateor'similar'customizationsorconfusionoverwhichcustomizationsshould prevailonacompany-widebasis Page 4of 426 GoldMineAdministrator'sGuide User Administration Selectfromoneofthefollowingtopicsforinformationonhowtomanagesecurity,access,anduseroptions. ManagingUserSecurityandAccess ■ ManagingUserOptions ■ GoldMine.INIFiles ■ ConfiguringSystemSettings ■ GoldMineMacros ■ Managing User Security and Access GoldMine’ssecurityisbasedonusergroupsandusers,whichmustbesetuptomakethesecurityeffective. EachGoldMineusershouldhaveauniqueusernameandpassword.Thisisthefirstlevelofsecurity.TheGoldMine administratorassignseachusertheminimumlevelofnecessaryaccesswithoutrestrictingthefunctionalityrelated totheuser’sjobperformance. Defineusergroupsaccordingtothefunctionusersperform.Userandusergroupsecurityaccessappliesto: ■GoldMineFunctions.TheadministratorcanpermitordenyaccesstoGoldMinefunctions.Forexample,permitor denyauserorusergrouptheabilitytocreatenewContactRecords,deleterecords,oraccessotherusers’ Calendars. ■MenuCommands,Toolbar,andTaskbarSettings.Removemenuitemsfromtheuser’smenucustomizingthe selectionofavailablemenuoptionsandcustomizetoolbarsandtheTaskbar. ■ContactDatabases.Assignusergroupsaccesstodatabases.Ifadatabaseisassignedtoauserorusergroup,only membersofthegroupcanopenthedatabaseinGoldMine.Eachdatabasecanhavedifferentaccess restrictions. ■ScreensandFields.Restrictaccessrightstouser-definedscreensattachedtoparticularcontactdatabases.Ifa screenispublic,allGoldMineuserscanviewtheinformation.Ifaccessissettoausergroup,onlymembersof thegroupcanseethescreen. ■RecordOwnership.EachContactRecordisassignedanowner.Thedefaultownerispublic;however,assigna recordorgroupofrecordstoauserorusergroup.Ifarecordisownedbyagroup,eachgroupmemberis treatedastheowneroftherecord.Ownershipdetermineswhetherauserwhoisnotanownercanreadallor partoftheContactRecordorwhetherausercanedittherecord. TheGoldMineadministratorcanalsorestrictaccesstosuchitemsastheRelationshipTrees,InfoCenterentries,and theabilitytolaunchHEATfromGoldMinePremiumEdition. UserswithMasterRightscanaccessallpartsofthesystemandbypassallthesecuritysettingsexceptfortheuser’s: ■ PersonalContacts ■ PersonalBasefilesintheInfoCenter ■ Encryptede-mail MasterRightsusersaretheonlyuserspermittedtoaccessandmodifyusersettings.GoldMineadministratorsshould haveMasterRights. Page 5of 426 GoldMineAdministrator'sGuide Formoreinformation,seethefollowingtopics: o RecordOwnership o ToSetUserMenus o RecordCurtaining o CreatingUserMenuTemplates o UsersProperties o ToViewtheUserTimeClock o ToSettheUserProfile o ToSettheOutlookSyncOptions o ToSetUpUserMembership o CloneUserSettings o SettingUpUserGroups o UserPasswords o ToSetUserAccess Record Ownership Contactrecordscanbeownedbyeveryone(public),byauser,orbyusergroups.Ownershipdeterminessecurityon contactrecords.Considerthefollowingwhensettingrecordownership: ■Recordsownedby(public)canbeviewedandeditedbyallusers.Viewingandeditingsecuritycanbeseton individualfields. ■RecordOwnershipisusedwhenrecordcurtaining(seeRecordCurtaining)isapplied.Ownershipisstoredinthe OwnerfieldintheContact1table. Ownership can besetwhen you ■CreateaContactRecord(seeToSettheUserProfile) ■ConfigureRecordOwnership(seeSettingOwnershipintheRecord-RelatedSettings) Record Curtaining Recordcurtaining(seeSettingOwnershipintheRecord-RelatedSettings)letsyouhideinformationinacontact recordfromthoseindividualswhodonotowntherecord.Withrecordcurtainingactive,ifyoutrydisplayinga contactrecordyoudonotown,thelowerportionorallofthecontactrecordis“curtained,”hidingthedatafrom view. NOTE:CurtainingstatusisstoredintheContact1table.Thelevelofcurtainingisstoredinthe secondpositionintheStatusfield.Ablankorzeroindicatesnocurtaining,a1indicatespartial curtaining,a2indicatescompletecurtaining,anda3indicatessemi-partialcurtaining. RecordcurtainingiscontrolledbytherecordOwner.Eachcontactrecordcanbeeither“public”or“private.”When anewrecordisaddedtothedatabase,ownershipdefaultsto(public).PublicrecordscanbeviewedbyallGoldMine users. Privaterecordsarerecordswithanassignedanowner,eitheranindividualGoldMineuser,orausergroup.Ifyou selectcompleterecordcurtaining,privaterecordscanbeviewedonlybytheirowners,orbymembersoftheowner usergroup.Ifyouselectpartialcurtaining,otheruserscanseeonlythecompany,contact,andphonenumberforthe privaterecords. NOTE:Whenannon-owninguserperformsglobaloperations,suchasmassdeletionsorfield updates,GoldMineignorescompletelycurtainedrecords.Inaddition,scheduledactivitieslinkedto acurtainedrecordappearasunlinkedtounauthorizedusers. Page 6of 426 GoldMineAdministrator'sGuide Curtaining Levels ■None:AlluserscanviewtheentireContactRecord. ■Semi-partial(hidetabs):Userswhoarenotrecordownerscanviewtheupperfourpanes,butcannotviewthe Tabs. ■Partial:Userswhoarenotrecordownerscanviewonlythecontactname,andphonenumberareas. ■Complete:Userswhoarenotownerscannotaccessanyofthecontactinformation. NOTE:CurtainingstatusisstoredintheContact1table.Thelevelofcurtainingisstoredinthe secondpositionintheStatusfield.Ablankorzeroindicatesnocurtaining,a1indicatespartial curtaining,a2indicatescompletecurtaining,anda3indicatessemi-partialcurtaining. Tosettherecordcurtaining,selectEdit>RecordProperties>Record-relatedSettings,ThenclicktheOwnership tab. TIP:TheGlobalReplaceWizardcanbeusedtoperformamassupdatetochangeownershipof records.Formoreinformation,seeGloballyReplacingFieldData. Users Properties Controlauser’ssecurityaccessinGoldMinethroughtheUserProperties,whichdefineauser’ssecurityandaccessin GoldMine(Tools>Users'Settings). NOTE:Fornewusers,clicktheNewbutton.Forexistingusers,selecttheuserandthenclickthe Propertiesbutton. ■TheProfiletabdefinessecurity,automaticrecordownership,andforcedlog-outforauser(seeToSettheUser Profile). ■TheMembershiptabassignsorremovesauserfromagroup(seeToSetUpUserMembership). ■TheAccesstabsetsgeneralsecuritytocontroluseraccesstoGoldMinefeatures(seeToSetUserAccess). ■TheMenutabconfiguresmenuoptionsavailabletotheuser(seeToSetUserMenus). ■TheTimeClocktabdisplaysalogshowingtheuser’sactivityinGoldMine(seeToViewtheUserTimeClock). ■TheOutlooktabcontainsoptionsforsynchronizationbetweenOutlookandGoldMine(seeToSettheOutlook SyncOptions). Best Practices for a GoldMine Administrator Createoneorseveralidealuserstoreflectbasicsettingsapplicabletomanyusers.Forexample,youmighthavetwo prototypeusers:SalesStaffandSupervisor.EachoftheseusertypeshasdifferentrightsandmenusinGoldMine. AllowtheSalesStafftoaddandeditnewcontactsbutnottodeletecontactsorviewother’scalendars.The Supervisorcanaddanddeletecontactsandviewanyone’scalendar.Aftertheidealuserorusersarecreated,clone theuser’ssettings(seeCloneUserSettings)foreachactualuserwiththesamerights. ToSettheUserProfile UsetheProfiletabtocreateandsetbasicuserinformationsuchasausername,initialsecurity,andforcelogout Page 7of 426 GoldMineAdministrator'sGuide (forcingusersoutataparticulartimeorwheninactiveforaperiodoftime). Usethefollowingproceduretosetupauserprofile. 1. SelectTools>Users'Settings. 2. AttheUsers'MasterFiledialogbox,clickNewtocreateanewuser,orselectanexistinguserandclick Properties. 3. Attheuser'sPropertiesdialogbox,clicktheProfiletab. 4. TypetheUsername(upto8characters;mustbeginwithaletter). 5. Typetheuser'sFullName. 6. Typetheuser’sE-mailaddress. 7. IntheSecurityareaconfigurethesesettings: ○ Password.Typethepasswordassignedtotheuser.Youmustprovidetheusernameandpasswordyou createdsotheusercanlogintoGoldMine. ○ Validfordays.Inthedrop-downlist,selectthenumberofdaystheuser’spasswordisvalid,oracceptthe default(Always). ○ Nextchange.IfyouchangetheValidfordaysfield,selectthedatethepasswordbecomesinvalidandthe usercannotlaunchGoldMine. ○ MasterRights.SelectthisoptiontogivetheuserunrestrictedaccesstoallofGoldMine. ○ TheOwnershipbuttondisplaystheNewRecordOwnershipdialogbox.Ownershipletsyouspecifywhether thenewContactRecordstheuseraddstothedatabasearepublicrecordsorownedbyaspecificuseror usergroup(seeRecordOwnership). ○ TheForcedLogoutbuttonopenstheForcedLogoutdialogboxwiththefollowingoptions: NOTE:TheForcedLogoutoptionisdisabled(setto0)bydefault. -LogoutuserandterminateGoldMinewhenidleforaperiodoftime.Clickthisboxtoautomaticallylog theuseroutofGoldMineandactivatethefollowingsettings: -Whenidlefor.SelecttheperiodofinactivitybeforeusersareautomaticallyloggedoutofGoldMine. -Forcedlogoutonlyafterthistime.Selectthetimeforaforcedlogout. Thisoptionisusefulformakingyoursystemavailablefornightlymaintenance,withoutforcingusersto logoutduringthebusinessday. TIP:TheForcelogoutoptionsareimportantinmanagingalimitednumberoflicenses.;many maintenancefunctionscanbeperformedonlyifallusersareloggedoutofGoldMine. 8. SelectoneoftheE-mailOptions: ○ Alwaysusee-mailserver(recommended)sendsthee-mailmessageusingtheaddressenteredabove. ○ UseGoldMinemessagingwhenavailableusestheuser-to-usermessagingfore-mailssendwithinGoldMine. 9. ClickOKtosavetheuser'sProfilesettingswithoutconfiguringthedetailedusersecuritysettings,orclickthe Membershiptabtocontinueconfiguringtheuser’sproperties ToSetUpUserMembership Userscanbelongtoseveralgroups,allowingthemaccesstothegroup’scontactsforcollaboration.Groupsmustbe createdbeforeassigningausertoausergroup.Ifusergroupswerenotcreated,clickUserGroupsSetuptoaddthe usertoagrouportocreateagroup(s).SeeSettingUpUserGroups. Usethefollowingproceduretosetupausermembership 1. SelectTools>Users'Settings. Page 8of 426 GoldMineAdministrator'sGuide 2. SelecttheuserandthenclickProperties. 3. ClicktheMembershiptab. TheMemberofGroupslistindicateswhichgroupstheuseralreadybelongsto.TheExcludedfromlistindicates whichgroupstheuserisnotamemberof.Tochangetheuser'smembership,double-clicktheusernameto movetheuserfromonecolumntotheother. 4. Tocreateusergroupsorrefinethemembership,clickUserGroupsSetup. 5. AttheUserGroupsSetupdialogbox,highlightthegrouptowhichtoaddtheuser. 6. ClickMemberSetuptolaunchtheGroupMembershipSetupdialogbox. 7. Double-clicktheuser'snameintheUsers'ListboxtoaddtheusertotheGroupMemberslist. 8. Toaddtheusertoothergroups,returntotheUserGroupsSetupdialogboxandhighlightthenewgroup. ClickMemberSetuptolaunchtheGroupMembershipSetupdialogboxanddouble-clicktheuser'snameinthe Users'Listbox. NOTE:YoucancreateUserGroupswhileaddingtheusertoagroup.OntheUserGroupsSetup dialogbox,clickNewandfollowthesteps. 9. ClickOKandthenclickClose. TheMemberofGroupslistdisplaysthegroupsofwhichtheuserisamember. 10. ClickOKtoreturntotheUsers'MasterFile,orclicktheAccesstabtocontinueconfiguringuserproperties. SettingUpUserGroups Itisrecommendedthatyoulogicallygroupusersaccordingtofunctionstheyperform.Usergroupnamesstoreinthe Lookuptable;usergroupmembersareencryptedintheUser.dbttable. Usethefollowingproceduretosetupusergroups. 1. SelectTools>UserGroups. 2. AttheUserGroupsSetupdialogbox,clickNew. 3. TypetheUserGroup'snameinthefieldandclickOK. TheusergroupdisplaysintheUserGroupsbox. 4. Toaddusers,clickMembersSetup. TheGroupMembershipSetupdialogboxopens. 5. ToaddindividualusersorallmembersofanexistinggrouptotheGroupMembersbox,double-clicktheuserin theUserList, orthegroupintheGroupList,toadduserstotheGroupMemberslist. 6. ClickOK. 7. Aftercreatinggroupsandaddingmembers,clickClose. ToSetUserAccess UsetheAccesstabtoconfigureauser’saccessrightsonContactRecords,accesstoinformationofotherusers,and miscellaneousaccessrights.Ifanitemisselected,theusercanperformtheactioninGoldMine. 1. SelectTools>Users'Settings. 2. Selecttheuser'snameandclickProperties. 3. ClicktheAccesstab. Page 9of 426 GoldMineAdministrator'sGuide 4. IntheContactRecordarea,select: ○ AddNew.Addacontactrecord. ○ EditFields.Editfieldsinthetophalfofthecontactrecord,theuser-definedfieldsintheFieldstab,andthe Notestab. NOTE:WithoutEditFieldsrights,userscannoteditfieldsonanycontactrecords,includingthe recordstheyown. ○ Delete.Deletecontactrecords. ○ Requiredfieldoverride.Authorizeanoverrideonarequiredfield. ○ AssignOwner.AssignContactRecordownershiptootherusers. ○ EditTabFolders.Editdatainthetabs. NOTE:WithoutEditTabfoldersrights,userscannotedittabfoldersonanycontactrecords, includingtherecordsthetheyown. ○ ScheduleProcess.Assignsanautomatedprocesstoacontact. 5. IntheGeneralAccessarea,select: ○ BuildGroups.BuildtheirowngroupsofContactrecordsintheFiltersandGroupsdialogbox. ○ ‘Outputto’menu.EnabletheOutputtooptioninthelocalmenusinGoldMinetoallowoutputtoprinter, Word,Excel,andclipboard. NOTE:Non-MasteruserscannotselectPrinterintheOutputtomenubecauseofReportssecurity considerations. ○ Net-Updateconnections.RunaversionupdateonthelivesystemusingtheInternet. IMPORTANT:ThisoptionwillnotworkwithGoldMinePremiumEdition. ○ Deleteunlinkede-mail. ○ IssueSQLQueries.WriteandsendSQLqueriestoretrievedatafordisplay. ○ Real-Timefolder.ViewtheReal-TimetabintheActivityList.Displaysallusers’completedactivities.The Real-timefolderdisplayshistoryitemsthatwereupdatedwithintheselecteddaterange.Itisnotbasedon thecompletiondatefortheactivity. NOTE:Whenappliedtomanyusers,thisoptioncanaffectnetworkperformance. ○ CustomizeToolbar.Addandremovetoolbaricons. ○ SQLLogonnameandSQLPassword. IfusingGoldMinewithaSQLdatabaseandyouassignedtheuseranindividualorgrouplogonnameand passwordinSQL,typetheinformationinthetextboxes.ThislaunchesGoldMinewithoutrequiringthe user'sSQLlogonnameandpasswordeachtime. 6. IntheNotesAccessarea,select: ○ InsertNotes.Allowenduserstoaddnotes. ○ Edit/Delete.Allowenduserstoeditordeletetheirownnotes. ○ Edit/Deleteothers’notes.Allowenduserstoeditordeletenotesfromotherusers. Page 10of 426 GoldMineAdministrator'sGuide