Synchronizing With GoldMine

03/00
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Synchronizing with GoldMine 5.0 v

vi Synchronizing with GoldMine 5.0
Table of Contents
1. Introduction to Synchronizing Data.......................................................................................... 1

What is Remote Synchronization? .............................................................................................1
Typical Remote Synchronization Scenario ..............................................................................1
Understanding GoldMine’s Remote Synchronization Process ............................................4
Synchronizing Data Files .............................................................................................................4
How are Records Identified?.......................................................................................................5
What Happens during Remote Synchronization? ...................................................................5
Retrieving the Transfer Set.....................................................................................................6
Sending the Transfer Set.........................................................................................................7
Using Filters with Remote Synchronization ............................................................................9
Copying Records between Contact Sets ..................................................................................10
2. Synchronizing with a Remote Site .......................................................................................... 13

Getting Started with the Synchronization Wizard ...............................................................14
Defining Session Settings .....................................................................................................15
Defining Connection Options ..................................................................................................17
Defining Options to Answer a Connection........................................................................17
Defining Options to Synchronize via Modem ...................................................................18
Defining Options to Synchronize via Network .................................................................19
Defining Options to Synchronize via Direct Internet Connection ..................................20
Defining Options for Synchronizing without a Connection ..............................................24
Defining Options for Synchronizing via Internet E-mail .................................................24
Creating a Transfer Set .........................................................................................................25
Retrieving a Transfer Set ......................................................................................................26
Defining Transfer Set Options .................................................................................................27
Defining Send Options .........................................................................................................27
Defining Transfer Set Retrieve Options..............................................................................31
Defining Options for Connecting to another System ..........................................................33
Saving Settings in a Profile .......................................................................................................36
Copying the Contact Set to a Remote Site ..............................................................................37
3. Synchronizing GoldMine with Outlook, Pilot, and Windows CE .......................................... 39

Synchronizing Data Updates ....................................................................................................39
Defining Synchronization Options......................................................................................41
Defining Advanced Options for Outlook Synchronization .............................................42
Defining Advanced Options for Pilot Synchronization ...................................................48
Defining Advanced Options for Windows CE Synchronization ....................................55
Selecting Contact Records to Send ......................................................................................57
Selecting Calendar Activities to Send .................................................................................60
Linking Activities to your GoldMine Contacts .....................................................................61
Saving Settings in a Profile .......................................................................................................61
Checking HotSync Settings before Synchronizing with Pilot ...........................................62
Monitoring Synchronization.....................................................................................................64
Table of Contents vii

Indexes
Illustrations ................................................................................................................................... 65
General .......................................................................................................................................... 67
viii Synchronizing with GoldMine 5.0

About this Manual
The online Help, GoldMine At-a-Glance, Integrating with GoldMine, Synchronizing

with GoldMine, and Maintaining GoldMine provide comprehensive information
about GoldMine’s features and functionality. These resources contain
information about:
• Using GoldMine to automate your daily business activities.

• Configuring GoldMine to meet your organization’s information and
communications needs.
• Working with technical aspects of GoldMine, including GoldMine’s data
structure and organization, programming expressions, GoldMine’s
third-party program interface, and troubleshooting.
For procedures and technical information about setting up the GoldMine remote
synchronization enhancement GoldSync, see the GoldSync Administrator’s Guide.
This guide is available exclusively as a .PDF file at the GoldMine Web site at
http://www.goldmine.com.
The documentation contains references to some Windows-related functionality,

such as explanations for basic mouse functions. However, detailed instructions
for how to use Windows is beyond the scope of this manual. For more
information about Windows, see your Windows 95/98/2000 documentation or
related references.
Style Conventions used in this Manual

Synchronizing with GoldMine uses special symbols and conventions, which are
categorized as print conventions, general conventions, and mouse conventions in
the following sections.
Print Conventions
Print conventions used throughout this manual provide a consistent way of
representing screen displays, command entries, and keyboard characters viewed
while working with GoldMine.
Screen Menu items, dialog boxes, and field names are printed in a bold typeface similar
Items to the typeface displayed in GoldMine onscreen displays. For example, the
option to toggle the status bar display appears in print as Status Bar. In general,
any text that appears on the screen is printed to look like the screen display.
Command Commands or other keystroke strings entered by the user are printed in a
Entries monospaced typeface that shows exact spacing between terms.
About this Manual ix

Keyboard References to keys on your PC keyboard are printed as graphic characters that
Keys match the actual keys on your keyboard. For example, the Enter key appears as
e. Commands that require combination keystrokes—that is, holding down
one key while pressing another—are connected by a hyphen (-). For example, to
access the File menu from your keyboard, press a-F.
New Terms New terms are printed in bold italics.
Notes appear throughout the manual to provide additional information on a

topic, such as indicating a procedure that must have been completed before
performing the current procedure. Notes can also call attention to critical
information or important technical details. These notes are identified by the
light bulb symbol and delineated by borders.
Online or print references are listed to provide additional information for topics.
Cautions appear before procedures or other directions that can cause equipment
or data damage if not followed exactly as written.
x Synchronizing with GoldMine 5.0

General Conventions
General conventions used throughout this manual provide a consistent way of
referencing individual or multi-step actions.
Select refers to executing commands that are available either as menu options, or
as command buttons in a dialog box. For example, “select OK” indicates that you
must click the OK button with the mouse. Select also refers to making a choice
among available items from a browse window, drop-down list, radio buttons,
etc.
Steps that involve two or more selections from a menu may be presented as a
combination selection; that is, the menu options are presented in sequence,
divided by |. For example, when you read
“Select File|Synchronize|Copy/Move Records”
select File on the Main Menu to display a drop-down list, from which you can
select Synchronize, then Copy/Move Records.
Performing
an action
described in
a procedure
From the File menu, select Synchronize,
then select Copy/Move Records.
Mouse Conventions
& If you use a multiple-button mouse with GoldMine, the left mouse button is
configured as the primary mouse button. The right mouse button serves as the
secondary button.
The following terms describe mouse actions referenced throughout this manual.
Point Position the mouse pointer until the tip of the pointer rests on the desired area
of input on the screen, such as an option on a pull-down menu.
Click Press and immediately release the left mouse button without moving the mouse.
Right-click Press then immediately release the right mouse button without moving the
mouse.
About this Manual xi

Double-click Click the left mouse button twice in rapid succession.
Drag Click and hold the left mouse button while moving the mouse pointer.
12 Synchronizing with GoldMine 5.0

1
Introduction to
Synchronizing Data
GoldMine’s synchronization is a process that can update one GoldMine system

with new or changed information that has been entered in another GoldMine
system. Using synchronization, remote GoldMine systems can also be updated
with new information from other GoldMine systems.
To synchronize, each GoldMine system must have a unique serial number.

However, a user working on a GoldMine network can create a GoldMine
sublicense to work on an undocked basis—see “Creating a Sublicense for an
Undocked User” in Maintaining GoldMine.
Running the same version of GoldMine on all systems is recommended. To

maintain the current version on all systems, users can update their copies via
Net-Update as described in Maintaining GoldMine 5.0.
What is Remote Synchronization?

Remote synchronization is a process by which one GoldMine system exchanges
information with another GoldMine system via local area network (LAN), wide
area network (WAN), the Internet, or modem. Organizations that have
employees working in distant offices and in the field can link their GoldMine
systems to communicate effectively and remain dynamically connected.
During remote synchronization, changes to data made in one GoldMine contact

database are compared to the data in another contact database. If each database
is the same—or one is a subset of the other—data is updated based on the date
and time of the latest change. When the retrieved data is more recent than the
data in the contact database, the contact database information is updated with
the retrieved information. In addition, filters can be applied to data to further
narrow which changes are incorporated into the receiving contact database.
Typical Remote Synchronization Scenario

In most organizations, several departments track prospect and customer
information. These departments are sometimes located at a distance from one
another. For example, examine the different departments within the ABC
Company that support product sales.
ABC Company is a typical medium-sized manufacturer employing about

one hundred people. Like most companies, ABC Company has various
departments to handle sales, order processing, customer service and
support. Ideally, these departments work together to accomplish ABC’s
goals.
Chapter 1: Introduction to Synchronizing Data 1

Whenever a prospect calls to inquire about ABC’s products, the inside
sales representative records key information about the contact, such as:
name, address, telephone, how the prospect heard about the ABC
Company, and the product(s) in which the prospect is interested.
The literature fulfillment department uses this information to send the

requested product information to the prospect. Then the literature
fulfillment department informs the outside sales representative that the
information was sent on a specific date.
The outside representative assigned to the prospect’s territory generally

follows up with a call to the customer a week or so after the product
information was sent from the home office. Several subsequent
qualifying sales calls are made to secure the sale of an ABC product.
During this period, the salesperson is responsible for updating ABC’s
sales management on sales activity, including related calls and forecasts.
Once a sale is made, the accounting department generates an invoice

that the shipping department uses to fill the customer’s order. When
necessary, the collections department sends a delinquent letter to the
customer to ensure payment for the ABC product.
Meanwhile, the customer service department records the date the

merchandise was received by the customer and begins the warranty
period. Then, when the customer requires support, the customer service
department determines and notes the nature of the problem for future
reference. If necessary, a follow-up support call is scheduled at the
customer’s location.
ABC Company’s field technicians handle support calls. A field technician

uses the customer information gathered by sales and customer service to
locate a customer’s office and to determine the nature of the problem.
When the problem has been corrected, the technician creates a support
record for future reference, then prepares an invoice based on whether or
not the product is within its warranty period.
Notice that several employees access the same customer information at the same
time, and, in some cases, these individuals work in locations that do not allow
direct access to the office. The remote staff, such as the outside sales
representatives and field technicians, need access to the same information that is
available to inside ABC Company staff. This distributed staff requires an
effective means of communicating with each other about the company’s
prospects and customers. To share critical account information, they must be able
to transfer this contact data between the office staff and the mobile staff.

Communication
between
internal and
remote users
Customer
information
Internal users Remote user
Remote synchronization is designed to enable remote or physically distant users to

share account-based information. With remote synchronization, ABC Company can
re-engineer the way information flows between departments and individuals,
without regard to location. Using GoldMine’s remote synchronization, changes made
at the office are transferred to the remote sales and service GoldMine systems, and
changes made on the remote systems are collected and transmitted to the office
system. With GoldMine, ABC Company can coordinate sales and service efforts
to increase overall efficiency. As shown in the following scenario, ABC Company
operates more efficiently after GoldMine is installed:
All of the inside sales representatives use GoldMine for prospecting,

contact tracking, messaging and time management. Requests for
literature, product shipments, and other tasks are scheduled as
GoldMine actions, which the literature fulfillment, shipping and
customer service departments complete.
Each outside sales representative is equipped with a notebook PC using

GoldMine. Like the inside sales representatives, the outside sales staff
use GoldMine to manage accounts. They schedule literature requests,
initiate orders, and exchange electronic messages with sales management
and support personnel.
The customer service department uses GoldMine to track the history of

calls made by a customer, including the nature of each support request.
The customer database contains critical data, such as warranty expiration
and product information. This department tracks most of the information
necessary to resolve a customer’s problem right on the screen. When a
service call is needed, the support representative can schedule that
service call to be handled by one of the five field service technicians.
Service calls scheduled by the customer service department are sent to

field technicians as GoldMine appointments, which are linked to a
customer’s contact record. The contact record contains all of the
necessary information, such as customer address, product model
purchased, and nature of the problem.
With remote synchronization, ABC Company is able to transfer sales leads to

outside salespeople, send support requests to service technicians, and collect
follow-up reports from staff in the field. Without remote synchronization, this
information would probably have to be printed, sent by facsimile to the remote

location, and re-entered into GoldMine by the salesperson or service technician.
Using remote synchronization, updated information can be sent automatically to
ensure timely, accurate communications for any organization with mobile or
distributed personnel.
Understanding GoldMine’s Remote Synchronization Process

Remote synchronization involves the creation, distribution, and retrieval of
transfer sets. During remote synchronization, GoldMine creates a transfer set.
This transfer set is a database of all the changes made to a GoldMine contact
database during a specified time frame. The receiving GoldMine system uses the
data in this transfer set to update the resident GoldMine system’s database. The
receiving GoldMine system retains only data from the transfer set that is newer
than the information contained in its own GoldMine database.
Transfer set
GoldMine
system
Transfer The transfer set contains all of

New data set the changes made to a
GoldMine database.
The transfer set does not contain every change ever made to a GoldMine
database. Included records start with the most recently made changes and go
back only far enough to include those changes made to the database since a
specified cutoff date.
What effect does incorporating the transfer set have on the retrieving GoldMine
system’s database? Since the transfer set contains only those records from the
originating GoldMine system’s database modified within a specified time frame,
only those changed records will be updated on the GoldMine system that
retrieves the transfer set. Therefore, if the sending GoldMine system contains
changes made prior to the beginning date of the transfer set, those differences will
remain in that system’s database after remote synchronization.
Synchronizing Data Files

Remote synchronization works by recording the last modification date and time
of each field in the contact set. GoldMine tracks changes to information on the main
contact screen, and all fields (including user-defined fields), tabs, and F2 lookups, on a
field-by-field basis. This means that GoldMine stores the date and time of the last
modification in all fields to synchronize updates all of your calendar, history, and
supplemental data, such as additional contacts, profiles, referrals, and linked files.

To include updated text in the Notes tab in a transfer set, you must either select
Edit|Insert a Note from the Main Menu, or press b-I to insert a header with
the entry. GoldMine checks these headers for dates and times when including
Notes tab updates in a transfer set. Changes to existing notes with date and time
headers will not synchronize, but new notes will synchronize.
How are Records Identified?

For synchronization to work, GoldMine must be able to positively identify a
particular record in the contact database with the matching record in the transfer
set. GoldMine uniquely identifies matching records by using the
record ID, which is stored in the RecID field of the database.
The Account Number field can uniquely identify the entire contact record,
including all of the additional contacts, calendar activities, and linked documents
attached to it, but it cannot uniquely identify these attached records. Since each
contact record can have many other records attached to it, the remote
synchronization function must be able to positively identify a related record by
the corresponding record in the transfer set. For accurate identification,
GoldMine assigns a unique record ID number to each record.
Since every GoldMine record has a record ID to uniquely identify itself in the
contact databases, the Account Number is not used by the synchronization process
for record identification. It is possible for two records that contain identical data
to be considered different records by GoldMine during the remote
synchronization process. A record residing on a remote GoldMine system is
considered a match to a record residing on another GoldMine system only if the
creation of both records can be traced back to a single, common GoldMine
system.
This concept is important to remember when initially setting up GoldMine

systems for remote synchronization. If the GoldMine systems with which you
want to synchronize already contain data, you must first consolidate all of these
databases into one GoldMine database. Otherwise, GoldMine views the records
in the various GoldMine systems as different records, even if they contain the
same information. Changes to these different records are not synchronized.
What Happens during Remote Synchronization?

During remote synchronization, changes to data made in one GoldMine contact
database are placed into a transfer set, and then sent to the remote system. The
data from the transfer set is compared to the data in the destination contact
database. When the data in the transfer set is more recent than the data in the
contact database, the contact database information is updated with the
information in the transfer set. Depending on which of GoldMine’s data
structures is being updated, a single field, or an entire record can be copied from
the transfer set into the contact database being synchronized.
Note that the synchronization process works one-way. To completely

synchronize two databases, the process must be repeated in reverse. The
GoldMine system that was just updated must create a transfer set to be used by
the other GoldMine system.

The following is an example of what happens when fields on the main contact
screen are modified.
Sam is a service technician for ABC Company. The day before a

scheduled service call, Sam called XYZ Company to confirm the next
day’s service call and was informed that the address in his database was
incorrect. Sam entered the correct address.
That afternoon, while Cathy, the service dispatcher in the home office
was reviewing the next day’s service schedule she came across the record
for XYZ Company. Because this was the third service call in a month,
Cathy changed the user-defined field priority to “High.”
That evening, Sam synchronized his database with the home office. The
next day, he reviewed the contact record in preparation for his departure
to the customer site. He noted the new address. He also left fifteen
minutes early, just to be sure he would get there on time, since a “High
Priority” customer was waiting.
Retrieving the Transfer Set

The following section describes how each GoldMine data structure is handled
during the retrieval of a remote synchronization transfer set.
Contact Records Each contact record exported into the transfer set is matched with a contact
record in the GoldMine contact database by record ID. If a record with an ID
that matches the ID of the record in the transfer set cannot be found, a new
contact record is created in the contact database. The contact record in the
transfer set, and all of the related records in the transfer set, are copied into the
new contact record.
If a matching contact record is found in the database, the transaction log entry
for each field in the contact record in the contact database is compared with the
transaction log entry of the corresponding field in the record in the transfer set.
If the field in the transfer set contains more recent information, then that
information is copied into the field in the contact record.
New entries in the Notes field of the contact record in the transfer set are
inserted into the appropriate position on the Notes field in the retrieving system.
Existing note entries are not updated. GoldMine synchronizes only notes
entered using either the Main Menu command Edit|Insert a Note, or b-I.
Supplementary Each additional contact, profile, referral, linked document, or archived note
Records record exported into the transfer set is matched with a supplementary record in
the contact database by record ID. If a record with the ID that matches the ID of
the supplementary record in the transfer set cannot be located, a new
supplementary record is created. The information from the supplementary
record in the transfer set is copied into the record in the contact database.
If a matching contact record is found in the contact database, the transaction log
entry for each field in the supplemental record in the contact database is
compared with the transaction log entry of the corresponding field in the
supplemental record in the transfer set. If the field in the transfer set contains
more recent information, then that information is copied into the field in the
record.

Calendar Each Calendar record exported into the transfer set is matched with a Calendar
Records record in the contact database by record ID. If a record with the ID that matches
the ID of the Calendar record in the transfer set cannot be located, a new Calendar
record is created. The information from the Calendar record in the transfer set is
copied into the record in the contact database.
If a matching calendar record is found in the Calendar file of the contact
database, and the last update date and time of the record in the transfer set is
more recent than the record in the contact database, GoldMine updates all of the
fields on the record in the contact database with the information in the transfer
set.
History Records For each history record exported into the transfer set, a search is performed in
the Calendar file for the corresponding pending activity. GoldMine then deletes
this Calendar record. GoldMine then attempts to locate a history record in the
contact database with a matching record ID. If a matching history record is not
found, a new history record is created, and the information from the history
record in the transfer set is copied into it.
If a matching history record is found, and the last update date and time of the
record in the transfer set is more recent than the record in the contact database,
GoldMine updates the changed fields on the record in the contact database with
the information in the transfer set.
Sending the Transfer Set

Remote synchronization requires that a transfer set be created on one computer
and retrieved by another computer. You might wonder how the transfer set is
moved from the GoldMine system where it is created, to the GoldMine system
where it will be retrieved. There are several ways to do this and the following
section will describe the most common methods of transporting the transfer set.
Personal “In-person” data transfer is probably the oldest and cheapest way to move files
Delivery from one computer to another. No special hardware or software is required.
However, the two computers involved in the transfer must be within walking
distance from one another. All you need to do is copy the files you want to
move onto a floppy disk, and walk them over to the receiving computer.
If the two computers are too far way to make walking between them practical,
you might want to experiment with delivery by “snail mail” or private delivery
systems.
Although you can use GoldMine’s remote synchronization to create a transfer

set directly on a floppy disk, you are responsible for ensuring that the transfer
set is smaller then the capacity of the floppy disk.

Direct
connection
If the remote GoldMine system can be connected to the host GoldMine system
through a local area network, then remote synchronization can be performed
using the host’s hard disk as a temporary storage area for the transfer set. This
function is most often used to synchronize a remote notebook computer that is
equipped with a “pocket” LAN adapter, and can log into the network.
Via Modem If your computers are equipped with modems, you can send the transfer set
from one GoldMine system to another through telephone lines using the Sync
with another GoldMine Site command—see “Synchronizing with a Remote Site” on
page 13.
Internet GoldMine can send a transfer set via the Internet by either of the following
(E-mail or Direct) methods:
• Direct connection via their Internet Service Providers (ISPs) by the
sending and retrieving GoldMine systems
or
• Attachment to Internet e-mail can be sent to any valid Internet address
See “Synchronizing with a Remote Site” on page 13.
GoldSync All of the methods described above require manual creation and retrieval of the
Gateway transfer set to complete the remote synchronization. With careful planning and
implementation, synchronization can be automated to varying degrees using
these transport methods—but there is a better way. The GoldSync ™ remote
synchronization gateway is a value-added product for GoldMine that
automates the process for synchronizing remote GoldMine systems over a
LAN/WAN, Internet, shared directories, or standard telephone lines. GoldSync
has the capability to connect to a remote GoldMine system, or wait for a remote
system to connect, then automatically synchronize both the remote and host
GoldMine systems.

GoldSync
gateway
remote user
GoldSync
server
GoldSync
Manager
remote user
GoldSync
server
file server
GoldSync
server
Using multiple GoldSync servers, gateways that support from 1–100 telephone
lines can be implemented. Support for dedicated incoming, dedicated outgoing,
or incoming/outgoing lines is included.
Remote GoldMine users need only set their systems for automatic
synchronization, and at a predetermined time, their GoldMine systems will call
the synchronization gateway, upload a transfer set, and/or download a transfer
set from a host system, and then automatically disconnect. After disconnecting
the telephone line, both the host system and the remote systems automatically
retrieve each other’s transfer sets. If it is impractical for the remote user to call the
gateway, the gateway can be set up to call the remote user.
Basic information on the operation of the GoldSync remote synchronization

gateway is available from GoldMine Software. For more information, call your
local GoldMine Solutions Partner.
Using Filters with Remote Synchronization

When GoldMine creates a transfer set, a filter can be used to limit the records
included in the transfer set. For example, review how ABC Company prepares
transfer sets for its outside representatives:
ABC Company’s ten outside representatives are assigned to specific

territories, based on the state in which the customer resides. Outside
representatives only call on those customers in their territory, and have
no need to access the contact records of customers outside their territory.
A filter expression is used to limit the contact records added to each

outside representative’s transfer set to those records within his or her
territory. A different filter is then applied to the database for each
representative’s transfer set.

Applying this filter expression to the creation of the transfer set results in
much smaller transfer sets for each outside representative. However,
each representative requires his or her separate transfer set, so that ten
separate transfer sets must be created to synchronize the outside sales
staff.
To create a transfer set limited to a specific set of records, activate a filter on the
contact database prior to creating the transfer set. GoldMine includes only those
records that match the filter expression in the transfer set.
Copying Records between Contact Sets

If you operate more than one GoldMine system, and you have contact
information stored in the contact sets on these systems, setting them up requires
additional steps. Data in existing GoldMine contact sets must be consolidated
prior to using remote synchronization.
If any duplicate contact information is shared by the contact sets that you want to
synchronize, then you must consolidate all of the contact sets into a master
contact set, and either delete or merge duplicate records using the Merge/Purge
Wizard—see “Consolidating Duplicate Records” in Maintaining GoldMine 5.0.
Typically, you will not want duplicate records in the resulting master contact set.
If the contact sets are not combined, GoldMine considers the duplicate records on
all the other systems to be different records. When the GoldMine systems
containing these duplicate records are synchronized, each database received a
copy of the other system’s duplicate record, rather than an update of the existing
record.
The simplest method to consolidate several contact sets on a GoldMine system

into a master contact set is to use GoldMine’s Copy/Move Records command. This
feature is designed to copy records from one GoldMine contact set to another
contact set. For example, you can use Copy/Move Records to consolidate records
from a Client database and a Customer database into a single contact database.
Once you have copied each database into the new contact database, you must
create a contact set record for each directory in GoldMine’s Contact Set Databases
dialog box.
To create a contact set:
From the Main Menu, select File|Open Database. The Contact Set Databases dialog
box appears—for details about the information display and options, see
“Working with a Contact Database” in Maintaining GoldMine 5.0.
To create a contact set, select New in the Contact Set Databases dialog box.
GoldMine’s Database Wizard appears—see “Creating a Database File” in Maintaining
GoldMine 5.0.
Once you have created a new contact set, you must open the file from which you
want to copy or move records; that is, the source contact set. Open the contact set
from the Contact Set Databases dialog box. You can copy or move all of the contact
records into the target contact set.

As is required for proper synchronization, the duplicated record shares the same
account number and record IDs as the original record. Since the transferred
records share the same account number as the original records, scheduled
calendar activities are considered “linked” if either the original or destination
contact sets are selected. However, a history record will only be placed in the
active contact set.
The Copy/Move Records feature synchronizes data, so that GoldMine updates

data in an existing record rather than adding a duplicate record.
To copy or move records from existing contact sets:
From the Main Menu, select File|Synchronize|Copy/Move Records.
Transfer Records
between
Contact Sets
dialog box
The Copy/Move Records Between Contact Sets dialog box contains the following
options:
Select Target Selects the contact set that you have designated as the target contact set.
Contact Set GoldMine copies records from the currently open contact set into this contact
set.
Record Selection Specify the records that you want to transfer from:
• Current Record: selects only the active contact.
• Group of Contact Records: click to display a drop-down list, from

which you can select ALL Contact Records!, or select a filter or group as
the basis for selecting contacts. Typically, you will want to copy all
records into the contact set. If a filter or group is activated, only those
records that match the filter, or which are members of the group, are
transferred.

Transfer Method Specifies either:
• Copy Records: duplicates the record(s) to the designated target contact set.
The duplicate records have the same account numbers as the original
records, and all associated notes, history, additional contacts, profile, and
referral records are also copied.
• Move Records: moves the record(s) from the original contact set to the
designated target file. Records are deleted from the original file.
You can also Sync Deletions, which Marks records as deleted after you Move
Records (see above). GoldMine will not recognize any attempt by another
GoldMine system to resynchronize the records. Available only if your select
Move Records. To read a message about synchronizing deletions, select Details.
If you select Move Records, be sure to use GoldMine’s Maintenance Wizard to index
and rebuild your files—see “Indexing and Rebuilding Files” in Maintaining
GoldMine 5.0.
Go Starts copying or moving records. The GoldMine Process Monitor appears to show
the status of the file transfer in progress.
Cancel Closes the Transfer Records Between Contact Sets dialog box without transferring
records.
To stop the transfer at any time, you can select the transfer process in the
GoldMine Process Monitor, then select .
For each contact set that you want to merge into the master contact set, repeat the
process of opening the contact set, then copy records into the master contact set.
Once all of the remote contact sets have been transferred into the master contact
sets, you can begin deleting duplicate contact records in the master contact
database. If there is a large number of duplicate records, or if you want to merge
History or supplemental information from the duplicate records, use GoldMine’s
Merge/Purge Wizard—see “Consolidating Duplicate Records” in Maintaining
GoldMine 5.0.

2
Synchronizing with
a Remote Site
Using GoldMine 5.0, you can synchronize with another remote GoldMine system
via modem, direct Internet connection, Internet e-mail, Wide Area Network
(WAN) or Remote Access Server (RAS). GoldMine can call a remote GoldMine or
GoldSync system, or wait for a remote GoldMine system to call, establish a
connection, and perform the synchronization by transferring data across the
selected carrier. You can also define settings “offline” to create a transfer set, or
retrieve a transfer set. You can save settings in a profile for use in future
synchronization sessions.
To use this feature, you must:
• Install and properly configure a modem on the Preferences dialog box—

see “Defining Modem and Dialing Settings” in the online Help.
• Optionally set up Internet e-mail in GoldMine—see “Setting up Internet
E-mail” in the online Help.
• Optionally subscribe to either a dynamic Internet Protocol (IP), or, for
frequent synching via the Internet, a static address. A dynamic address
is the standard type of address randomly assigned by an Internet
Service Provider (ISP) to subscribers. A static IP address must be
specially requested. To set up a static IP account, contact your ISP.
Using the GoldMine Synchronization Wizard, you can easily specify all of the settings
needed to synchronize with another site. You can synchronize data in one
direction to send a new lead to a salesperson while he is still on the phone. You
can also synchronize bidirectionally to allow a traveling salesperson to exchange
data with the home office.
Chapter 2: Synchronizing with a Remote Site 13

Getting Started with the Synchronization Wizard
Using the Synchronization Wizard, you can define the settings needed to create a
transfer set, or immediately start a synchronization session.
To use the Synchronization Wizard, from the Main Menu, select

File|Synchronize|Synchronization Wizard. The GoldMine Synchronization Wizard appears.
GoldMine
Synchronization
Wizard
The first dialog box of the Synchronization Wizard contains the following options:
Start a new Allows you to define settings for a synchronization session that you can save for
session future use, or use just once—see “Defining Session Settings” on page 15.
Sync using the Synchronizes according to the settings already defined in a profile selected from
settings of a the drop-down list—see Use the following profile settings below.
Sync Profile
Sync using the Synchronizes according to the previously defined settings for the site selected
settings of a from the drop-down list—see Use the following site settings on the following page.
GoldSync Site The site settings are defined in the GoldSync Manager. GoldMine uses only the
send and retrieve options for the selected site configuration.
Use the following Specifies the synchronization profile to be used during the current session. This
profile settings option is available only if you select Sync using the settings of a Sync Profile.
Use the following Specifies the synchronization profile to be used during the current session. This
site settings option is available only if you select Sync using the settings of a Sync Profile or Sync
using the settings of a GoldSync Site.
You can delete a synchronization profile selected from the drop-down list. To
delete a selected profile, press c.
A prompt asks:
Delete sync profile [name]
To delete the profile, select Yes.
If you selected either Sync using the settings of a Sync Profile or Sync using the settings
of a GoldSync Site, you can select Finish to synchronize according to existing
settings. The GoldMine Process Monitor appears. Go to “Monitoring
Synchronization” on page 64.
However, to check or change any existing settings, you can also continue through
the GoldMine Synchronization Wizard. To Start a new session, or to change existing
settings for the other two options, continue with “Defining Session Settings.”
Defining Session Settings

When you advance after selecting Start a new session, or want to change settings
for either Sync using the settings of a Sync Profile or Sync using the settings of a
GoldSync Site, the second dialog box of the GoldMine Synchronization Wizard appears.
GoldMine
Synchronization
Wizard
The second Synchronization Wizard dialog box contains the following options:
Connection To specify the connection mode, select one of the following options from the
Method drop-down list:
• Modem: transfers data across telephone lines.
• Network: connects to the GoldMine or GoldSync system through the
specified GoldMine directory of a system that is across a Local Area
Network (LAN), Wide Area Network (WAN), or a Remote Access Server
(RAS).
• Internet: sends the transfer set across the Internet by connecting to a
computer with a specified IP address.
Answer an Sets GoldMine to wait for an incoming connection from another GoldMine or
incoming GoldSync system. When the outside system makes contact, GoldMine accepts
connection the connection, establishes a conversation with the remote system, and begins
transferring data.

Connect Sets GoldMine to contact the remote GoldMine or GoldSync system. If the
to remote remote system answers, GoldMine establishes a connection, and begins sending
the transfer set.
Send a transfer Allows you to enter the address and other information necessary to send a
set to remote transfer set as an attachment to Internet e-mail.
by E-mail
Create a Allows you to define the types of updated data to be placed in the transfer set
transfer set and the location of the transfer set. GoldMine does not attempt to contact
another GoldMine or GoldSync system.
Retrieve a Allows you to specify the location where GoldMine can find the transfer set,
transfer set and the types of updated data to be retrieved from a transfer set. GoldMine
does not attempt to contact another GoldMine or GoldSync system.
When done, select Next>.
If you selected Answer an incoming connection, go to “Defining Options to Answer

a Connection” on the facing page.
If you selected Connect to remote, go to the section appropriate for your selected
connection method as listed below:
• Modem: “Defining Options to Synchronize via Modem” on page 18.

• Network: “Defining Options to Synchronize via Network” on
page 19.
• Internet (Direct): “Defining Options to Synchronize via Direct Internet
Connection” on page 20.
If you selected Send a transfer set to remote by E-mail, go to “Defining Options for
Synchronizing via Internet E-mail” on page 24.
If you selected Create a transfer set, go to “Creating a Transfer Set” on page 25.
If you selected Retrieve a transfer set, go to “Retrieving a Transfer Set” on

page 26.

Defining Connection Options
You can select options to define specific settings for the following methods of
connection to synchronize:
• Answering an incoming connection from a remote system

• Making a connection via modem
• Making a connection via network
• Making a connection via the Internet
Defining Options to Answer a Connection

When you advance after selecting Answer an incoming connection, the Wait for an
Incoming Connection dialog box appears.
Wait for an
Incoming
Connection
dialog box
The Wait for an Incoming Connection dialog box contains the following options:
Send changed By default, GoldMine waits for another GoldMine or GoldSync system to call.
data to remote When the other system calls, GoldMine answers the call, establishes a
connection with the remote system, and begins transferring data.
To set options for sending a transfer set, see “Setting Transfer Set Send Options”
on page 27.
Retrieve GoldMine retrieves and processes a transfer set containing data from the remote
changed data GoldMine or GoldSync system.
from remote
To set options for retrieving a transfer set, see “Defining Retrieval Options” on
page 33.

Wait GoldMine waits for incoming calls. After a synchronization cycle, GoldMine
continuously for resets, then wait for another call.
an incoming
connection
Optional Specifies a password to protect the system from unauthorized connection

connection attempts. When a password is used, both the local and remote GoldMine
password systems must use the same password. This is also the password used for
encrypting the transfer set.
If ready to start creating the transfer set, select Finish. The GoldMine Process Monitor
displays the progress of transfer set creation and/or synchronization. Go to
“Monitoring Synchronization” on page 64.
If you need to define other criteria, select Next>. The Transfer Set Send Options
dialog box appears. Continue with “Setting Transfer Set Send Options” on
page 27.
Defining Options to Synchronize via Modem

When you advance after selecting the Modem option for Connection Method, and
Connect to remote, the Connect/Send E-mail to Remote dialog box appears.
Connect/Send
E-mail to
Remote
dialog box
(modem)
The Connect/Send E-mail to Remote dialog box contains the following options:
Send changed GoldMine initiates the call, establishes a connection with the remote system, and
data to remote begins transferring data.
on page 27.

from remote
page 33.
Remote’s phone Telephone number that GoldMine must dial to reach the remote system.
number

password systems must use the same password.
If all other criteria for creating the transfer set have been defined, select Finish to
start creating the transfer set. The GoldMine Process Monitor displays the progress
of transfer set creation and/or synchronization. Go to “Monitoring
page 27.
Defining Options to Synchronize via Network

When you advance after selecting the Network option for Connection Method, and
Connect to remote, the Connect/Send E-mail to Remote dialog box appears.
Connect/Send
E-mail to
Remote
dialog box
(network)
Send changed GoldMine initiates the connection to the remote system, and begins transferring
data to remote data.
on page 27.

from remote
page 33.
Remote’s Specifies the path to the GoldMine system files on the remote system.
GoldMine path

page 27.
Defining Options to Synchronize via Direct Internet Connection

When you advance after selecting the Internet (Direct) option for Connection Method,
and Connect to remote, the Connect/Send E-mail to Remote dialog box appears.
Connect/Send
E-mail to
Remote
dialog box
(direct Internet)
Send changed GoldMine initiates the connection to the remote system, and begins transferring
data to remote data.
on page 27.

from remote
page 33.
Remote’s Internet Protocol (IP) address assigned to the remote system by an Internet
Internet IP Service Provider (ISP).
address
GoldMine can synchronize to either a static IP address, or a dynamic IP address.
A static IP address is not the standard dynamic address randomly assigned to
subscribers. To set up a static IP account, contact your ISP.
TCP Port Entry that adds more specific information to the IP address entry. By analogy,
the IP address entry can be considered similar to a telephone number, while the
port entry is like an extension for the telephone number.
The default TCP Port value is 5993. Typically, this entry should not be changed.
You can override the default port. However, you must select the same port as
the remote system.
If the GoldMine system to be contacted has access only to a dynamic IP address,
the user at the waiting site must determine the address for the current
connection, and inform the user who will initiate synchronization.
To display the dynamic IP address for your current Internet connection, run the
Windows 95 program, WINIPCFG, or the Windows NT program, IPCONFIG*.
You can then call the site that will place the call to relay the IP address
information.
You can either select a previously entered IP address from the drop-down list,
or type a new IP address in the field.
IPs Displays the Alternate IP Addresses dialog box, from which you can select an
existing or enter a new IP address for the connection.

page 27.
* To run WINIPCFG/IPCONFIG: from the Windows 95/NT 4.0 Taskbar, select Start|Run. The Run
dialog box appears. After the prompt, type WINIPCFG, (Windows 95) or IPCONFIG (Windows
NT 4.0), then select OK. The IP Configuration dialog box appears. The IP Address field contains the
dynamic IP address for your current Internet connection.

Selecting a Different IP Address
You can create, modify, or delete Internet Provider (IP) addresses for
synchronization via the Internet (Direct) connection method.
When you select IPs from the Connect/Send E-mail to Remote dialog box of the
Synchronization Wizard, the Alternate IP Addresses dialog box appears.
Alternate IP
Addresses
dialog box
The Alternate IP Addresses dialog box displays the following information about IP
entries listed in the browse window:
IP Address Internet Protocol address assigned to the remote system by an Internet Service
Provider.
Port Entry that adds more specific information to the IP Address entry. By analogy, the
IP Address is similar to a telephone number, while the Port is like an extension for
the telephone number.
GoldMine’s default TCP Port value is 5993.
The Alternate IP Addresses dialog box contains the following buttons:
New Displays the IP Address dialog box, from which you can add an IP address—see
“Adding or Editing an IP Address” on page 23.
Delete Deletes the selected IP address.
Properties Displays the IP Address dialog box, from which you can change a selected IP
address—see “Adding or Editing an IP Address” on page 23.
Move Up Moves the selected IP address up through the listed entries.

Move Down Moves the selected IP address down through the listed entries.
Close Closes the Alternate IP Addresses dialog box, and returns to the Connect/Send E-mail
to Remote dialog box.
Adding or Editing an IP Address

You can add or edit an IP address and TCP port from the IP Address dialog box.
When you select either New or Properties from the Alternate IP Addresses dialog box,
the IP Address dialog box appears.
IP Address
dialog box
The IP Address dialog box contains the following fields:
IP address Internet Protocol (IP) address assigned to the remote system by an Internet
Service Provider (ISP).
GoldMine can synchronize to either a static IP address, or a dynamic IP address.
A static IP address is not the standard dynamic address randomly assigned to
subscribers. To set up a static IP account, contact your Internet Service Provider
(ISP).
If the GoldMine system to be contacted has access only to a dynamic IP address,
the user at the waiting site must determine the address for the current
connection, and inform the user who will initiate synchronization.
To display the dynamic IP address for your current Internet connection, run the
Windows 95 program WINIPCFG. You can then call the site that will place the
call to relay the IP address information.
TCP Port Entry that adds more specific information to the IP address entry, as described on
page 22.
When done, select OK to place the new or changed entry in the Alternate IP
Addresses dialog box.

Defining Options for Synchronizing without a Connection
Some synchronization processes require no connection to complete. These
options are available for the Sync with remote GoldMine users or sites path, and appear
on the third wizard dialog box under No connection with remote as described in
“Defining Session Settings” on page 15:
• Send a transfer set to remote by E-mail

• Create a transfer set
• Retrieve a transfer set
The following sections describe the dialog boxes that appear when you select one
of these methods of synchronization.
Defining Options for Synchronizing via Internet E-mail

When you advance after selecting Send a transfer set to remote via E-mail, the
Connect/Send E-mail to Remote dialog box appears. By entering an Internet e-mail
address and an optional password in this dialog box, you can send a transfer set
as an attachment to an e-mail message.
GoldMine
Synchronization
Wizard
Send changed Includes new and changed data in the transfer set to be sent via Internet e-mail.
data to remote
on page 27.
Remote’s Sends the transfer set as an attachment to an e-mail message to the Internet
E-mail address address entered in the field. You can either type an address, or select an address
from the drop-down list.

dialog box appears. Go to “Setting Transfer Set Send Options” on page 27.
Creating a Transfer Set

When you advance after selecting Create a transfer set, the Create a Transfer Set
dialog box appears.
Create a Transfer
Set dialog box
The Create a Transfer Set dialog box contains the following options:
Path for the Specifies the destination for the transfer set upon creation. You can type a path
transfer set to be in the field, or select a path by either selecting a location from the drop-down
placed
list, or selecting to browse through your system for a location.
Update cutoff Prevents GoldMine from updating the cutoff date and time if a previously
time if previous retrieved transfer is detected in the location designated for transfer set
transfer set in placement (see above). If GoldMine does not detect a transfer set in this
the above path
has been
directory, the cutoff is updated.
retrieved By default, GoldMine updates the cutoff date and time after creating the
(deleted)
transfer set.
Optional transfer Specifies a password to protect the system from unauthorized connection
set password attempts. When a password is used, both the local and remote GoldMine
systems must use the same password.

displays the progress of transfer set creation. Go to “Monitoring
dialog box appears. Go to “Setting Transfer Set Send Options” on page 27.
Retrieving a Transfer Set

When you advance after selecting Retrieve a transfer set, the Retrieve a Transfer Set
dialog box appears.
Retrieve a
Transfer Set
dialog box
The Retrieve a Transfer Set dialog box contains the following options:
Path for the Specifies the location from which GoldMine can get the transfer set. You can
transfer set type a path in the field, or select a path by either selecting a location from the
drop-down list, or selecting to browse through your system for a location.
Unpack transfer Decompresses the transfer set, and places the transfer set in the directory
set only - do not designated in Path for the transfer set. GoldMine will also decrypt the transfer set
retrieve records (with a password value, if entered in Optional transfer set password below).
However, GoldMine will not retrieve the data into a contact set.
Select this option to view the contents of a transfer set with a database browsing
utility, such as BR4, without actually retrieving the data.
You can download BR4 from http://www.goldboxonline.com/support.html.
Delete transfer GoldMine deletes the transfer set file after unpacking the records, or retrieving
set after the records into the designated contact set.
unpacking
or retrieval

Optional transfer Specifies a password to protect the system from unauthorized connection
set password attempts. When a password is used, both the local and remote GoldMine
systems must use the same password.
displays the progress of transfer set creation and/or synchronization. Go to
“Monitoring Synchronization” on page 64.
If you need to define other criteria, select Next>. The Retrieve Options dialog box
appears. Go to “Defining Transfer Set Retrieve Options” on page 31.
Defining Transfer Set Options

You can define a variety of send and retrieval options for a transfer set to be
synchronized with either a remote system, or a notebook PC being updated on
the network. These options include the following:
• Type of data to be sent and/or retrieved

• Location of the transfer set
• Cutoff date for the data to be included
• Level of security (encryption) to be applied to the transfer set
Defining Send Options

You can define options for a transfer set to be sent from your GoldMine system if
you selected any of the following connection methods from the second dialog box
of the Synchronization Wizard:
• Answer an incoming connection

• Connect to remote
• Create a transfer set
You start to define transfer set send options from the Send Options dialog box of
the Synchronization Wizard.
Send Options
dialog box
Check boxes to select

specific record types
to send. To shrink
the list, click .
appears next to a
compressed list.

The Send Options dialog box contains the following options:
Send Record Specifies the record types that GoldMine must include in the transfer set. By
Types default, GoldMine selects all record types for all selected database files.
Send users’ Selects one or more users whose calendar activities should be included in the
calendar transfer set. To include the calendar activities of all users, select (all).
To avoid including any calendar activities, do not check any of the Users’
calendar boxes.
Encryption Sets the security level for encoding data in the transfer set. Select from either:
• 128 bits: most secure level of encryption. This option is available only for
U.S. users of GoldMine and GoldSync. When sending a transfer set to any
other country, select 32 bits
or
• 32 bits: lower level of encryption. This option is available to all users.
If you are using 128-bit encryption, you can decrypt 32-bit encrypted files;
however, a limited international system using 32-bit encryption cannot decrypt
128-bit encryption.
When done, select Next>. The Send Contact-related Options dialog box appears.
Defining Contact-related Send Options

When you advance from the Send Options dialog box, the Send Contact-related
Options dialog box appears.
Send Contact-
related Options
dialog box

The Send Contact-related Options dialog box contains the following options:
Please specify Specifies the selection criteria for contact records. Click to display the drop-
which type of down list, from which you can select one of the following:
Contact records
will be • Only the current contact record: sends only the active contact record to the
synchronized remote system.
• All changed contact records: sends all changes made to all contact records.
• Contact records linked to the ‘Send users’ calendar’ list: sends only data for
contact records that have pending activities for users specified in the
Send user’s calendar pane of the previous Send Options dialog box.
• All filtered records and user-scheduled activities’ records: sends all contact
records that have pending activities for the users specified in the Send
user’s calendar pane of the previous Send Options dialog box, even if the
record does not fulfill the filter criteria.
Please select the Selects the database file(s) to be included in the transfer set.
contact sets you
wish to send to
the remote site
If you select Only the current contact record, and Retrieve changed data from remote, the
Retrieve Options dialog box appears—go to “Defining Transfer Set Retrieve
Options“ on page 31. If you will not retrieve data, the Ready to Synchronize box
appears—go to “Saving Settings in a Profile” on page 36.
Otherwise, the Send Filter Options dialog box appears.
Limiting Record Selection with a Filter

When you advance from the Send Contact-related Options dialog box, the Send Filter
Send Filter
Options
dialog box
Click on <Filters
of: user> to
select the user
whose filters you
want to display.

The Send Filter Options dialog box contains a drop-down list, from which you can
either select to send All Contact Records!, or select records based on a predefined
filter of a user.
To select a different user, click on <Filters of: user name>. GoldMine displays the
Select a User dialog box, from which you can select a name. Once a different user
is selected, GoldMine lists the user’s filters, as shown in the previous figure.
To select a transfer set creation method, select Options. The Contact Transfer Set
Creation Method dialog box appears. This option applies only to working with dBASE
contact sets—see “Selecting a Transfer Set Creation Method” on page 59.
When done, select Next>. The Cutoff Date/Time dialog box appears.
Setting the Cutoff Date and Time

When you advance from the Send Filter Options dialog box, the Cutoff Date/Time
dialog box appears.
The following figure shows all options enabled, but the specific options available
depend on your selection from the drop-down list in the Send Contact-related
Options dialog box, as described on page 28.
Cutoff Date/Time
dialog box
The Cutoff Date/Time dialog box contains the following options:
Ignore cutoff Sends all records. This option is available only if you selected ALL changed
time (send all contact records from the Send Contact-related Options dialog box, and is activated
records) only for the next synchronization session.

ALL contact GoldMine includes new and changed data from the cutoff:
records’ cutoff
• Date (first field): click to display the graphical calendar, from which
you can select a date.
• Time (second field): click to display the graphical clock, from which
you can select a time.
This option is available if you selected either ALL changed contact records or All
filtered records and user-scheduled activities’ records from the Send Contact-related
Options dialog box.
Contact records GoldMine includes new and changed data linked to activities scheduled from
linked to the cutoff date and time.
Activities cutoff
This option is available if you selected either Contact records linked to the ‘Send
users’ calendar’ list or All filtered records and user-scheduled activities’ records from the
Send Contact-related Options dialog box.
Defining Transfer Set Retrieve Options

If you select either Retrieve a transfer set from the first dialog box of the
Synchronization wizard, or Retrieve changed data from remote from the Connect/Send
E-mail to Remote or Wait for an Incoming Connection dialog box, GoldMine displays
the Retrieve Options dialog box.
Retrieve Options
dialog box
Check boxes to select

specific record types
to retrieve. To shrink
the list, click .
appears next to a
compressed list.
The Retrieve Options dialog box contains the following options:
Retrieve record Specifies the record types that GoldMine must retrieve from the remote site. By
types default, GoldMine selects all record types.

Retrieve users’ Selects one or more users whose calendar activities should be retrieved. To
calendar retrieve the calendar activities of all users, select (all).
To prevent retrieving any calendar activities, do not check any of the Retrieve
users’ calendar boxes.
When done, select Next>. The Retrieve Contact Sets dialog box appears.
Selecting Contact Sets to Retrieve

When you advance from the Retrieve Options dialog box, the Retrieve Contact Sets
dialog box appears.
Retrieve Contact
Sets dialog box
The Retrieve Contact Sets dialog box contains the following options:
Please specify Specifies the contact sets to retrieve from the remote site.
which contact
sets you wish to
retrieve from the
remote site
Default contact Specifies the contact set that GoldMine updates if there is no matching
set, if the file code from the incoming transfer set. By default, GoldMine updates the open
incoming contact contact set.
set is not
specified
If you want to save the settings in a profile, select Next>. The Ready to Synchronize
dialog box appears. Go to “Saving Settings in a Profile” on page 36.

If you selected Connect to remote from the second dialog box of the GoldMine
Synchronization Wizard, the Connect/Send E-mail to Remote dialog box appears.
Continue with “Defining Options for Connecting to another System.”
Defining Options for Connecting to another System

If you selected Connect to remote from the second dialog box of the GoldMine
Synchronization Wizard, the Connect/Send E-mail to Remote dialog box appears after
you define send options and retrieval options. If you have selected a
synchronization profile, you can change the settings as needed.
Connect/Send
E-mail to Remote
dialog box
When do you Specifies one of the following options:

want to call this
remote site? • Immediately
• Wait until: GoldMine will call the remote system on the date entered in
the first field, at the time entered in the second field.
Connect Sets GoldMine to synchronize regularly with the specified site at the frequency
continuously and intervals specified by the Frequency and Sync Period options—see below.
every
Frequency Displays the Synchronization Frequency dialog box, from which you can define
how often GoldMine will call the specified remote site—continue with
“Defining Synchronization Frequency” on the following page.
Sync Period Displays the Synchronization Period dialog box, from which you can define the
day and time intervals at which GoldMine will attempt to synchronize with
GoldSync—see “Defining Synchronization Intervals” on page 35.

start creating the transfer set. The GoldMine Process Monitor displays the progress of
transfer set creation and/or synchronization. Go to “Monitoring Synchronization”
on page 64.
If you wish to define frequency settings for remote synchronization, continue

with “Defining Synchronization Frequency.”
If you wish to define synchronization intervals for remote synchronization, go to

“Defining Synchronization Intervals” on the page 35.
Defining Synchronization Frequency

When you select Frequency from the Connect/Send E-mail to Remote dialog box, the
Synchronization Frequency dialog box appears.
Synchronization
Frequency
dialog box
The Synchronization Frequency dialog box contains three settings for Synchronize
with this site every to define how often GoldMine will initiate a call to synchronize
with the specified remote site:
• day(s): number of days that GoldMine will wait after a successful

synchronization before initiating synchronization. The default value
is 1.
• hour(s): number of hours that GoldMine will wait before initiating
synchronization. The default value is 0.
• minute(s): number of minutes that GoldMine will wait before initiating
synchronization. The default value is 0.
When done defining the synchronization frequency, select OK to close the

Synchronization Frequency dialog box, and return to the Connect/Send E-mail to
Remote dialog box.

Defining Synchronization Intervals
When you select Sync Period from the Connect/Send E-mail to Remote dialog box, the
Synchronization Period dialog box appears.
Sync Period defines dates and time settings for synchronizing with a GoldSync
system only.
Synchronization
Period
dialog box
Check each
option corresponding
to the day(s)
you want
to synchronize
with GoldSync
Sets the earliest and latest times that

your system will call GoldSync
The Synchronization Period dialog box contains an option for each day of the week,
such as Sunday, Monday, etc. By default, GoldMine selects every day option, as
shown above.
Next to each day option are two time fields. The first time field sets the earliest
time in the period during which your system can call GoldSync. The default time
in this first field is 12:00 am.
The second field sets the last time in the period during which your system can
call GoldSync. The default time in this second field is 11:59 pm.
When done defining the synchronization period, select OK to close the

Synchronization Period dialog box, and return to the Connect/Send E-mail to Remote
dialog box.

Saving Settings in a Profile
When you are done selecting transfer set options in the Synchronization Wizard, the
Ready to Synchronize dialog box appears.
Synchronization
Frequency
dialog box
Options to save
settings in a profile
only appear when
you Start a
new session
The Ready to Synchronize dialog box contains the following options:
Log the details of Displays information in GoldMine’s System Logs about the status of the current
the synchronization session in the GoldMine Process Monitor—see “Viewing the
synchronization Process Monitor Logs” in Maintaining GoldMine.
session
Log the changes Displays information in GoldMine’s System Logs about the changes made to
made to each each record that was synchronized—see “Viewing the Contact Files Logs” in
record Maintaining GoldMine 5.0.
Would you like to No: uses the synchronization settings for the current session only.
save this
synchronization Yes: saves the synchronization settings in a profile for future use. A
profile? synchronization profile provides a quick and convenient method for performing
regular synchronization with a GoldMine or GoldSync system.
For best results, save your settings as a separate profile for each system that will
synchronize.
Profile name Descriptive name for the synchronization profile. This field is available only if
you select Yes. This name appears in the Use the following profile settings drop-
down list that appears on the first dialog box of the Synchronization Wizard—see
“Working with the Synchronization Wizard” on page 14.
When you have finished with the profile settings, select Finish. The GoldMine
Process Monitor appears. Go to “Monitoring Synchronization” on page 64.

Copying the Contact Set to a Remote Site
A subset of any master database can be copied to one or more remote sites. You
can use any of GoldSync’s synchronization methods to copy data from the host
system to a remote site.
Copying a database to a remote site takes two separate synchronization sessions.

In the first session, the host system creates a transfer set using a cutoff date of
1/1/90 that consists of only standard fields and user-defined fields.
After the remote site retrieves this transfer set, you must rebuild the remote site’s
database to include the host system’s fields—for details on rebuilding a database,
see “Indexing and Rebuilding Files” in Maintaining GoldMine 5.0.
The host system must then create a second transfer set, also using the cutoff date
of 1/1/90, that includes all data needed by the remote site. After retrieving this
transfer set, the remote site now has data for the new, previously retrieved fields.

3
Synchronizing GoldMine
with Outlook, Pilot, or
Windows CE
You synchronize GoldMine with Microsoft Outlook, Palm Pilot, or Windows CE.
For details about the synchronization process and/or GoldMine’s method of
synchronizing data, see “Synchronizing with a Remote Site” on page 13.
Using GoldMine, you can synchronize updated information with any of the
following applications or devices:
• Microsoft Outlook 98 or Outlook 2000*. GoldMine 5.0 does not synchronize

with Outlook 97.
• Palm Pilot.
• Hand-held PC (HPC) or Personal Digital Assistant (PDA) running
Windows CE version 2.x.
You can either synchronize bidirectionally between GoldMine and these

applications/devices, or transfer data in one direction only.
If you use both Outlook and Windows CE, do not synchronize each application
separately with GoldMine. Separate synchronization may result in duplicate data.
Instead, first synchronize Windows CE with Outlook, then synchronize Outlook

with GoldMine. For details about synchronizing Windows CE with Outlook, see
your Windows CE documentation.
Synchronizing Data Updates

GoldMine’s wizards make setting up and running synchronization fast and easy.
This section refers to synchronizing GoldMine with Outlook. However, the
settings are almost exactly the same for Outlook, Pilot, or a Windows CE device.
Where differences occur (to define advanced settings), separate sections provide
specific information for Outlook, Pilot, and Windows CE.
* Outlook 98/2000 must be installed on the workstation from which you synchronize.
Chapter 3: Synchronizing GoldMine with Outlook, Pilot, and WinCE 39

To synchronize GoldMine with:
• Pilot—from the Main Menu, select File|Synchronize|Sync with Pilot. The

GoldMine Pilot Synchronization Wizard appears. Follow the sequence for
synchronizing with Outlook except as noted.
• Windows CE device—from the Main Menu, select File|Synchronize|Sync
with Windows CE PDA. The GoldMine WinCE device Synchronization Wizard
appears. Follow the sequence for synchronizing with Outlook except as
noted*.
• Microsoft Outlook—from the Main Menu, select File|Synchronize|Sync
with Outlook. The GoldMine Outlook Synchronization Wizard appears.
GoldMine
Outlook
Synchronization
Wizard
The GoldMine Outlook Synchronization Wizard contains the following options:
Start a new Allows you to define settings for a synchronization session that you can save for
session future use, or use just once.
Sync using the Uses the settings already defined in a profile selected from the drop-down list
settings of the for the current synchronization.
following Profile
If you select Sync using the settings of the following Profile, you can select Finish to
start synchronizing according to existing settings. The GoldMine Process Monitor
appears. Go to “Monitoring Synchronization” on page 64.
However, to check or change any existing settings, you can continue through the
wizard.
To Start a new session, or to change existing settings for a profile, select Next>. The
Outlook Synchronization Options dialog box appears. Continue with “Defining
Synchronization Options.”
* Notes do not synchronize from Windows CE to GoldMine.

Defining Synchronization Options
When you select Next> from the first wizard screen, the Outlook Synchronization
Outlook
Synchronization
Options
dialog box
The Outlook Synchronization Options dialog box contains the following options:
Send and Sends and retrieves data between GoldMine and Outlook.
retrieve: To/From
Outlook
Send Only: To Sends data from GoldMine to Outlook, but does not retrieve data from Outlook
Outlook from to GoldMine.
GoldMine
Retrieve only: To Retrieves data from Outlook to GoldMine, but does not send data from
GoldMine from GoldMine to Outlook.
Outlook
Fresh sync Deletes all contacts and activities synchronized from GoldMine to Outlook. You
(delete GoldMine can select this option any time you want to replace data in Outlook.
data in Outlook)
To prevent GoldMine from overwriting data on the target system, uncheck this
option. However, be sure to manually delete any records from Outlook that you
do not want to duplicate.

Advanced Displays the Advanced Options window, from which you can define a variety of
options for synchronizing with Outlook, Pilot, or Windows CE. For details:
• Outlook—see “Defining Advanced Options for Outlook
Synchronization” in the following section.
• Pilot—see “Defining Advanced Options for Pilot Synchronization” on
page 48.
• Windows CE—see “Defining Advanced Options for Windows CE
If you selected either Send and retrieve: To/From Outlook or Send only: To Outlook from
GoldMine, the Record Selections dialog box appears. Go to “Selecting Contact
Records to Send” on page 57.
If you selected Retrieve only: To GoldMine from Outlook, the Ready to Synchronize
Defining Advanced Options for Outlook Synchronization

When you select Advanced from the Outlook Synchronization Options dialog box, the
Advanced Options window appears. When you first access the Advanced Options
window, GoldMine displays the General tab by default.
Advanced
Options window
for Outlook
synchronization

You can select any of the following tabs to define synchronization settings:
• General: defines the range of dates from which activities are selected for
synchronization, deletions to be synchronized, and other settings, such
as the character to use for designating telephone extensions and the
maximum number of characters to include for notes from contact
records—see “Defining General Advanced Options” below.
• Field Mapping: defines field “matches” so that GoldMine can place data in
the corresponding target Outlook fields—see “Mapping Fields” on
page 45.
• Contacts: specifies the location of the Outlook folder in which GoldMine
can send and/or retrieve contact information—see “Defining
Contact/Calendar/Task Folders in Outlook” on page 46.
• Calendar: defines the Outlook folder in which GoldMine can send
and/or retrieve activity information—see “Defining
Contact/Calendar/Task Folders in Outlook” on page 46.
• Task: defines the Outlook folder in which GoldMine can send and/or
retrieve to-do activity information (timeless activities ordered by
priority)—see “Defining Contact/Calendar/Task Folders in Outlook”
on page 46.
Defining General Advanced Options

You can define a variety of settings from the General tab of the Advanced Options
window, as shown in the figure on page 42.
The options are nearly identical for setting up GoldMine synchronization with
Outlook, Pilot, and Windows CE. The following section refers to Outlook (except
as noted), but you can use the same information to define General tab settings for
Pilot or Windows CE.
The General tab contains the following settings:
Starting Number of days, months, or years before the current date for which GoldMine
will retrieve calendar activities from Outlook.
In the first field, either type a number (1–31) or click to scroll through
numbers. Select a calendar period (Day, Month, or Year) from the drop-down list.
Ending Number of days, months, or years after the current date for which GoldMine
will retrieve calendar activities from Outlook.
You can set the Ending date as described above for Starting date.
Calendar date range settings affect only data retrieved from Outlook, not activity
data sent from GoldMine.

Phone extension Specifies the character used to separate a telephone number from a telephone
separator extension number. The default is a comma (,).
Maximum Limit for the amount of GoldMine’s Notes to send to Outlook for a single
characters in contact. By default, GoldMine sends 2,048 bytes, or characters.
contact notes
This option is not available for Windows CE.
For details on entering information in GoldMine’s Notes tab, see “Entering

Notes” in the online Help.
Sync deletions When GoldMine processes the updates, contact records and activities deleted in
from Outlook to Outlook are also deleted in GoldMine.
GoldMine
Sync deletions When Outlook processes the updates, contact records and activities deleted in
from GoldMine to GoldMine are also deleted in Outlook.
Outlook
Retrieve all data GoldMine retrieves all data synchronized from Outlook, regardless of the date
from Outlook that the change(s) were made. Selecting this option affects only data retrieved from
regardless of last Outlook without affecting the range of data that GoldMine sends to Outlook.
sync date
Synchronize Outlook setup only: Selects GoldMine’s RSVP option for all activities synchronized
RSVP from Outlook to GoldMine.
Most users do not need to select this option.
Show Pilot setup only: Displays the GoldMine HotSync dialog box, from which you can
HotSync dialog start the GoldMine-Pilot synchronization, or access the Custom dialog box to
change current sync settings.
Uncheck this option if you do not want the GoldMine HotSync dialog box to
appear before GoldMine starts synchronizing with your Pilot.
For details on working with settings in the GoldMine HotSync dialog box, see
“Checking HotSync Settings before Synchronizing with Pilot” on page 62.
For details on working with settings in the Custom dialog box, see your Pilot
documentation.
When done, you can either select another tab to continue defining advanced
settings, or you can select OK to return to the Outlook Synchronization Options
dialog box.

Mapping Fields
GoldMine contains a set of field mappings between GoldMine and Outlook to
enable synchronization between the applications. However, you can change the
default field mappings and map previously unmapped fields.
You can add or change field mappings from GoldMine to Outlook, Pilot, or a
Windows CE device from the Field Mapping tab of the Advanced Options window.
The following section refers to Outlook, but you can use the same information to
map GoldMine fields to either Pilot or Windows CE.
Field
Mapping tab
The Field Mapping tab of the Advanced Options window contains the following
settings:
GoldMine fields Displays the GoldMine fields currently selected as matches for the Outlook
fields listed to the right.
Outlook fields Displays the Outlook fields currently selected as matches for the GoldMine
fields listed to the left.
Mapping another field to an existing Outlook field will delete the field’s
contents upon sending data from GoldMine to Outlook. To ensure that data is
not accidentally deleted, map the field, then synchronize from Outlook to
GoldMine. After you check that GoldMine has received the data, you can send
data from GoldMine to Outlook.
The Field Mapping tab contains the following buttons:
New Displays the Map GoldMine fields to Outlook fields dialog box, from which you can
map together fields that are currently unmapped.

Pilot synchronization
You can override the default address category by mapping the Pilot category
field to a GoldMine field. GoldMine synchronizes new and existing records on
your Pilot to the categories in the GoldMine field. If the category does not exist
on your Pilot, GoldMine will create the category. GoldMine can create up to 14
categories on your Pilot.
Once you map a Pilot category field to a GoldMine field, you cannot select the
default address category for any Pilot category field. For details about Pilot’s
default address categories, see “Selecting Address and To-do Categories to
Synchronize” on page 52.
Change Displays the Re-map GoldMine fields to Outlook fields dialog box, from which you
can change one of the mapped fields in an existing mapped pair.
Move Up Moves the selected field mapping one line higher in the list.
Move Down Moves the selected field mapping one line lower in the list.
Remove Deletes the field mapping entry from the list.
Remove All Deletes all field mapping entries from the list except the Contact mapping.
Default Map Restores the original settings to the Field Mapping list.
dialog box.
Defining Contact, Calendar, and Task Folders in Outlook

You can specify the Outlook folder for GoldMine to use when synchronizing
specific types of information by selecting the corresponding tab as follows:
• Contacts tab: specifies the folder for GoldMine to use when

synchronizing contact information with Outlook.
• Calendar tab: specifies the folder for GoldMine to use when
synchronizing scheduled activity information with Outlook.
• Task tab: specifies the folder for GoldMine to use when synchronizing to-
do activities with Outlook.

The following figure shows the Contacts tab.
Contacts,
Calendar, and
Tasks tabs
The Contacts/Calendar/Task tabs of the Advanced Options window contain the

following settings:
Folder selection To specify the folder for GoldMine to use when synchronizing contact
information with Outlook, select one of the following options:
• Send/retrieve GoldMine contacts using Outlook’s default Contact/Calendar/Task
folder: accepts the default selection of Outlook’s Contact folder for
synchronization
or
• Send/retrieve GoldMine contacts using the Contact/Calendar/Task folder selected
below: click to display the Select Outlook folder dialog box, from which
you can select a folder. You must select a valid folder to activate the OK
button.
Empty the Deletes all records of the specified type before the next synchronization.
Contact/
Calendar/Task Back up data before selecting this option. The deletion cannot be undone.
folder in next
synchronization
dialog box.

Defining Advanced Options for Pilot Synchronization
When you select Advanced from the Pilot Synchronization Options dialog box, the
Advanced Options window appears.
Advanced
Options
window for Pilot
synchronization

records. Defining these settings is almost the same for GoldMine-Pilot
synchronization as defining settings for GoldMine-Outlook
synchronization—see “Defining General Advanced Options” on
page 43, and “Checking HotSync Settings before Synchronizing with
Pilot” on page 62.
• Field Mapping: defines “matches” between fields so that GoldMine can
place data in the corresponding target Pilot fields. Mapping fields
between GoldMine and Pilot is the same as mapping fields between
GoldMine and Outlook—see “Mapping Fields” on page 45.
• Conduit: installs the GoldMine-Pilot conduit, which specifies the Pilot
record categories to update. You must install the GoldMine-Pilot
conduit before you can synchronize—see “Installing the GoldMine-Pilot
Conduit” on page 49.
• Purge: specifies Pilot data types to delete, such as Pilot’s Address book
or To-do list, before or during synchronization—see “Selecting Data
Categories to Purge” on page 50.
• Address Categories: specifies the categories of new Pilot address
information for GoldMine to retrieve—see “Selecting Address and To-
do Categories to Synchronize” on page 52.
• To-do Categories: specifies the categories of new Pilot to-do information
for GoldMine to retrieve—see “Selecting Address and To-do Categories
to Synchronize” on page 52.
• Defaults: specifies default settings for synchronizing Pilot’s Address and
To-do categories—see “Changing Default Categories” on page 54.
Installing the GoldMine-Pilot Conduit

A conduit specifies the Pilot record categories to update—such as the Address
book—when Pilot synchronizes with another application. You set up the conduit
in Palm Desktop.
Once you install the Palm Desktop software on your system and check the
default conduit, you can synchronize GoldMine with your Pilot. GoldMine
installs the necessary conduit automatically. During your first synchronization,
GoldMine prompts you:
GoldMine has not detected an installed GoldMine Pilot conduit. Do you wish to install
conduit?
To install the conduit, then synchronize, select Yes.
You can set the synchronization priority and uninstall the conduit for GoldMine-
Pilot synchronization from the Conduit tab of the Advanced Options window.

Conduit tab
The Conduit tab contains the following settings:
Install Conduit Once you click this button, GoldMine automatically activates the settings to
define the Pilot record categories to synchronize. If you are running an older
version of the conduit, the label appears as Update Conduit.
Uninstall Conduit Removes the conduit for GoldMine-Pilot synchronization.

Once you click this button, GoldMine removes the conduit. If you try to
synchronize after removing the conduit, GoldMine will display a prompt
(described on the previous page) asking if you would like to install the conduit.
Priority Sets the order of synchronization between the GoldMine-Pilot conduit and the
Palm Desktop conduit. To run the GoldMine-Pilot conduit before the Palm
Desktop conduit, select either 0 or 1. To run the Palm Desktop conduit before the
GoldMine-Pilot conduit, select 3 or 4.
To access this option, you must have installed the GoldMine-Pilot conduit. If the
conduit is not installed, the Priority drop-down list is dimmed.
settings, or you can select OK to return to the Pilot Synchronization Options
dialog box.
Selecting Data Categories to Purge

You can specify the Pilot data types to be deleted either before the next
synchronization with GoldMine, or before every synchronization session.
Purging records from Pilot does not affect data in GoldMine.
You can select the what data you want to purge and the conditions for purging
from the Purge tab of the Advanced Options window.

Purge tab
The Purge tab contains the same settings for each of three data categories:
• Address book
• Date book
• To-Do list
For each of these categories, you can select one or more of the following options:
If you select a purge option, be sure to back up data before synchronizing. Once
performed, purging cannot be undone. You do not need to purge data to
synchronize updates to/from GoldMine and Pilot.
Always delete Deletes all records of the specified type(s) before every synchronization with
the Pilot Address GoldMine.
book/Date
book/To-do list This option might be useful for users who want to use Pilot to take contact
before information with them, but want to maintain contact information only in
synchronizing GoldMine.
Delete the Pilot Marks all records of the specified type(s) for deletion before the next
Address synchronization with GoldMine.
book/Date
book/To-do list This option might be useful for a user who receive a Pilot from a previous user,
in next or who haven’t synchronized with GoldMine for some time, and want to “start
synchronization fresh.”

Only delete Pilot Deletes only records of the categories selected in the Address Categories and To-do
Address Categories tabs.
book/To-do list
in selected This option is not available for Pilot’s Date book.
Categories
dialog box.
Selecting Address and To-do Categories to Synchronize

You can specify the data categories under which Pilot will file GoldMine contacts
and to-dos from the Address Categories and To-do Categories tabs of the Advanced
Options window. Your selections do not affect which data types are synchronized
to or from your Pilot. For example, if the default address category is Business,
Pilot will file all contacts synchronizing from GoldMine under the Business
category. If you change the address category for a selected contact from your
Pilot, GoldMine will respect the new category selection. For more details about
categories, see your Pilot documentation.
Your selections from the Address Categories and To-do Categories tabs does not
affect data selection for synchronizing to or from your Pilot.
You can override the default address category by mapping the Pilot category
field to a GoldMine field. GoldMine synchronizes new and existing records on
your Pilot to the categories in the GoldMine field. If the category does not exist
on your Pilot, GoldMine will create the category. GoldMine can create up to 14
categories on your Pilot. For details about mapping fields, see “Mapping Fields”
on page 45.
Once you map a Pilot category field to a GoldMine field, you cannot select the
default address category for any Pilot category field.
The figure on the following page shows the Address Categories tab, which contains
the same options as the To-do Categories tab.

Address
Categories tab
The Address Categories tab and the To-do Categories tab contain the same settings to
select data types for synchronization:
Synchronize new Sends new Pilot data from all available categories to GoldMine.
Pilot
items from
all categories
Categories Sends new Pilot data to GoldMine from the Unfiled, Business, and/or Personal
categories. To select a category, check the corresponding box.
dialog box.

Changing Default Categories
Using Pilot, you can store address, to-do, and activity information in multiple
categories. You can specify the default Pilot categories that you want to
synchronize with GoldMine from the Defaults tab of the Advanced Options window.
For details about categories, see your Pilot documentation.
Defaults tab
The Defaults tab contains the following options:
Default Address Specifies the default address category to synchronize with GoldMine. By
category default, GoldMine selects the Business address category.
Default Address Identifies the labels, or titles, used for the five phone fields. You can either accept
phone labels the original default labels, or select new labels from the corresponding drop-down
list. If you change the label, GoldMine will apply the new label only to new contacts
synchronizing from GoldMine to Pilot. Phone labels in existing records will not
change.
Default Specifies the default Pilot to-do category to synchronize with GoldMine. By
ToDo category default, GoldMine selects the Business to-do category.
dialog box.

Defining Advanced Options for Windows CE Synchronization
When you select Advanced from the WinCE device Synchronization Options dialog
box, the Advanced Options window appears.
Advanced
Options
window for
Windows CE
synchronization
records. Defining these settings is the same for GoldMine-WinCE
synchronization as defining settings for GoldMine-Outlook
synchronization—see “Defining General Advanced Options” on
page 43.
• Field Mapping: defines “matches” between fields so that GoldMine can
place data in the corresponding target WinCE fields. Mapping fields
between GoldMine and WinCE is the same as mapping fields between
GoldMine and Outlook—see “Mapping Fields” on page 45.
• New Item Settings: defines default values and notification options—see
“Defining Default Settings and Alarms” in the following section.

Defining Default Settings and Alarms
You can specify the default values for new appointments and tasks, as well as
how you want to present alarms in Windows CE, from the New Item Settings tab of
the Advanced Options window.
New Item
Settings tab
The New Item Settings tab contains the following options:
Show time as Specifies how the user will appear in the Windows CE calendar for new
activities:
• Free
• Tentative
• Busy
• Out of Office
Priority Sets the default priority for new activities as one of the following:
• High
• Normal
• Low
Set reminder Sets the reminder alert before the (optional) Start Date or Due Date for the task.
before the
To turn off any notification feature before the reminder occurs, you can edit the
activity in Windows CE. For details about reminders, see your Windows CE
documentation.

Sound Plays the sound selected from the drop-down list on your Windows CE device.
For Windows CE to replay the alarm until turned off, check Repeat.
Interrupt me with Displays a Calendar Reminder over the current Windows CE display that shows
message details about the pending activity. To turn off the Calendar Reminder, select one of
the following options from Windows CE:
• Open
• Dismiss
• Postpone: includes a drop-down list, from which you can select a delay
period from a minimum of five minutes to a maximum of
one week.
Flashing light Flashes a light on devices equipped with a light-emitting diode (LED).
settings, or you can select OK to return to the WinCE device Synchronization Options
dialog box.
Selecting Contact Records to Send

When you advance after selecting either Send and retrieve: To/From Outlook or Send
only: To Outlook from GoldMine from the Outlook Synchronization Options dialog box,
the Record Selections dialog box appears.
This section refers to selecting records for GoldMine-Outlook synchronization.

However, the options are the same for Outlook, Pilot, or Windows CE.
Record
Selections
dialog box
The Record Selections dialog box contains the following options for selecting
contact records for GoldMine to send to Outlook:

Current Sends only the active contact record and linked calendar activities to Outlook.
contact only
All contact Sends all contact records and calendar activities created or modified after the
records changed Cutoff date (first field), and the time (second field)—these fields appear when
since cutoff date you select this option. Typically, the date and time of the last transfer appears in
these fields, so previously synchronized changes are not sent again.
GoldMine stores the date and time of the last synchronization, and these fields
will automatically be filled the next time you select this option.
Options Displays the Contact Transfer Set Creation Method dialog box, from which you can
specify the method you want to use to create your transfer set. This option applies
only to working with dBASE contact sets—see “Selecting a Transfer Set Creation
Method” on page 59.
Contacts in Sends only new or changed contact records and calendar activities that belong
current active to an activated filter or group.
filter/group
changed since To select this option, you must activate a filter or group before working with the
cutoff wizard.
For details about activating filters and groups, see the following sections of
GoldMine 5.0 At-a-Glance:
• Filters: “Activate a filter”
• Groups: “Activate a group”
Contacts Sends new or changed contact records and calendar activities that belong to a
changed since selected group.
cutoff date in
selected group You can select a group by selecting either:
• One of your own groups (or the groups owned by the currently logged
user): select a group name from the first drop-down list under the
option
or
• Another user’s group: select another user from the second drop-down
list, then select a group from the first drop-down list.
Contacts that Sends contact records with linked activities scheduled within the specified date
have associated range.
calendar
items from Type the beginning date for the range in the first field below the option, then
type the ending date in the second field. By default, the current date appears in
both range fields.

If you are ready to synchronize, select Finish. The GoldMine Process Monitor
displays the progress of synchronization. Go to “Monitoring Synchronization”
on page 64.
If you want to specify the activities (by user or user group) for GoldMine to send
to Outlook, select Next>. The User’s Calendar Selection dialog box appears. Go to
“Selecting Calendar Activities to Send” on page 60.
Selecting a Transfer Set Creation Method

When you select Options from the Record Selections dialog box, the Contact Transfer
Set Creation Method dialog box appears. You can select a method from the Contact
Transfer Set Creation Method dialog box to define how GoldMine will search for
new or changed records when synchronizing records in a contact database with
an activated filter or group. This setting applies only when creating transfer sets from
dBASE contact databases.
Contact
Transfer Set
Creation
Method
dialog box
The Contact Transfer Set Creation Method dialog box contains the following options
to specify the method for compiling data into a transfer set:
Search for GoldMine prepares a transfer set for synchronization by searching for all
changed records changed records, then applying the activated filter or group to the changed
by the TLog records.
records
This method is fastest if you are synchronizing most of the contacts in your
contact set.
Search for GoldMine searches for all filtered records first, which can reduce the number of
changed records records that GoldMine evaluates. Once the records are selected, then GoldMine
by the Filtered prepares the transfer set for synchronization.
records
This method is fastest when the filtered records are a small subset of the total
number of records, or if most changed records are not included in your filter or
group.

For details about activating filters and groups, see the following sections of
GoldMine 5.0 At-a-Glance:
• Filters: “Activate a filter”
• Groups: “Activate a group”
When done, select OK to return to the Record Selections dialog box.
Selecting Calendar Activities to Send

When you advance from the Record Selections dialog box, the User’s Calendar
Selection dialog box appears.
This section refers to selecting records for GoldMine-Outlook synchronization.

However, the options are the same for Outlook, Pilot, or a Windows CE device.
User’s Calendar
Selections
dialog box
The User’s Calendar Selection dialog box has two options for selecting calendar
activities for GoldMine to send to Outlook:
• My Calendar: sends all activities scheduled for you (or the currently
logged user)
• Others’ Calendar: sends all calendar activities belonging to the user(s) or
user group(s) selected from the list next to the options. Check each box
corresponding to the user(s) or user groups that you want to select.
If you are ready to synchronize, select Finish. The GoldMine Process Monitor
displays the progress of synchronization. Go to “Monitoring Synchronization” on
page 64.

Linking Activities to your GoldMine Contacts
Pilot synchronization only.
You can link activities or to-dos synchronized from your Pilot to contacts in
GoldMine.
After you create the appointment in your Pilot, the cursor will appear on a line
next to the starting time.
In the graffiti section, write / (forward slash), which activates the Command entry
feature.
In the graffiti section, write L. The Phone Number Lookup screen appears.
Select the contact to whom you want to link the activity. Select Add. Pilot displays
the following on the notes screen of the new activity:
<first name> <last name> <default phone number> <default field type>
The <default field type> character can be W, H, F, O, E, M, or P. For example, W

represents “work.” For details, see your Pilot documentation.
Do not change the line that Pilot displays on the notes screen. Changing this line may
result in incorrect synchronization.
Saving Settings in a Profile

When you are done defining synchronization settings, the Ready to Synchronize
dialog box appears.
Ready to
Synchronize
dialog box
When you define synchronization options for the first time, or make changes to
an existing profile, you must save your settings in a synchronization profile.
Working with profiles eliminates the need to define settings before each
synchronization.

From the Ready to Synchronize dialog box, type the name for your new profile
under Yes, save profile with the following name.
When done, select Finish. The GoldMine Process Monitor appears. Go to “Monitoring
Checking HotSync Settings before Synchronizing with Pilot

You can check the selected Pilot synchronization profile from GoldMine before
starting to synchronize.
When you select Show HotSync dialog from the General tab of the Advanced Options
window (shown in the figure on page 42), the GoldMine HotSync dialog box
appears before you start to synchronize with Pilot.
GoldMine
HotSync
dialog box
Displays the synchronization profile selected from the first

screen of the GoldMine Pilot Synchronization Wizard
The GoldMine HotSync dialog box shows the currently selected profile for
synchronizing with your Pilot, and contains the following options:
Don’t show this Check this option if you do not want the GoldMine HotSync dialog box to appear
dialog again before GoldMine starts synchronizing with your Pilot. By default, GoldMine
displays this dialog box before starting to synchronize with Pilot.
You can also stop the GoldMine HotSync dialog box from appearing by selecting
Show HotSync dialog from the General tab of the Advanced Options window in the
GoldMine Pilot Synchronization Wizard.
Continue Starts to synchronize with Pilot according to the profile selected from the first
screen of the GoldMine Pilot Synchronization Wizard—see “Synchronizing GoldMine
with Outlook, Pilot, or Windows CE” on page 39.
Change or Edit Displays the first screen of the GoldMine-Pilot Synchronization Wizard, from
sync Profile which you can make changes to the currently selected synchronization profile.
Stop Cancels synchronization with Pilot.

View Summary Displays the GoldMine HotSync dialog box, from which you can view all settings
for the selected profile. The following figure shows an example of the summary
view in the GoldMine HotSync dialog box.
GoldMine
HotSync
dialog box
(summary view)
Select Change or Edit sync Profile to display

the GoldMine Pilot Synchronization Wizard

Monitoring Synchronization
Once you select Finish, GoldMine starts synchronizing. The GoldMine Process
Monitor appears.
The GoldMine Process Monitor shows the progress of the current synchronization
session. The upper pane shows the user who started the synchronization process,
and each major level of the process. The lower pane shows the processing of each
component task, including the creation of the transfer set, as shown in the
following figure.
GoldMine
Process Monitor
Since the GoldMine Process Monitor displays each step of the synchronization
process, you can use the information to check that all of the data you selected is
included in the transfer set. You can also use the detailed entries to troubleshoot
any problems with a synchronization session.
To stop synchronization at any time, you can select the process in the GoldMine
Process Monitor, then select .

Index of
Illustrations
A I
Address Categories tab, 53 IP Address dialog box, 23
Advanced Options window for Outlook
synchronization, 42 N
Advanced Options window for Pilot
synchronization, 48 New Item Settings tab, 56
Advanced Options window for Windows CE
synchronization, 55 O
Alternate IP Addresses dialog box, 22
Outlook Synchronization Options dialog box, 41
C
P
Communication between internal And remote
users, 3 Purge tab, 51
Conduit tab, 50
Connect/Send E-mail to Remote dialog box, 33 R
Connect/Send E-mail to Remote dialog box
(modem), 18, 19, 20 Ready to Synchronize dialog box, 61
Contact Transfer Set Creation Method dialog Record Selections dialog box, 57, 60
box, 59 Retrieve Contact Sets dialog box, 32
Contacts, Calendar, and Tasks tabs, 47 Retrieve Options dialog box, 31
D S
Defaults tab, 54 Send Contact-related Options dialog box, 28
Direct connection, 8 Send Filter Options dialog box, 29, 30
Send Options dialog box, 27
Synchronization Frequency dialog box, 34, 36
F Synchronization Period dialog box, 35
Field Mapping tab, 45
T
G Transfer Records between Contact Sets dialog
GoldMine HotSync dialog box, 62 box, 11
GoldMine HotSync dialog box (summary transfer set, 4
view), 63
GoldMine Outlook Synchronization Wizard, 40 W
GoldMine Process Monitor, 64
GoldMine Synchronization Wizard, 14, 15 Wait for an Incoming Connection dialog box, 17
Connect/Send E-mail to Remote, 24
Create a Transfer Set dialog box, 25
Retrieve a Transfer Set dialog box, 26
GoldSync Gateway, 9
Index of Illustrations 65
General Index
A Set reminder before the, 56

Show time as, 56
Advanced Options window (Field Mapping tab) Sound, 57
Move Up for Outlook, 46 Alternate IP Addresses dialog box
Advanced Options window for Outlook Close, 23
(Contacts tab) Delete, 22
Empty the Contact/Calendar/Task folder in IP Address, 22
next synchronization, 47 Move Down, 23
Advanced Options window for Outlook (Contacts/ Move Up, 22
Calendar/Task tab) New, 22
Folder selection, 47 Port, 22
Advanced Options window for Outlook (Field Properties, 22
Mapping tab)
Change for Outlook, 46
Default Map, 46
C
GoldMine fields, 45 Call Remote by dialog box
Move Down, 46 Frequency, 33
New, 45 Sync Period, 33
Outlook fields, 45 When do you want to call this remote site?, 33
Remove, 46 clicking with a mouse, xi
Remove All, 46 Conduit tab
Advanced Options window for Install Conduit, 50
Outlook/Pilot/Windows CE (General tab) Priority, 50
Ending, 43 Uninstall Conduit, 50
Maximum characters in contact notes, 44 Connect Remote by dialog box
Phone extension separator, 44 Call continuously every, 33
Retrieve all data from Outlook regardless of last When do you want to call this remote site?, 33
sync date, 44 Connect/Send E-mail to Remote dialog box (direct
Show HotSync dialog (Pilot only), 44 Internet)
Starting, 43 IPs, 21
Sync deletions from GoldMine to Outlook, 44 Optional connection password, 21
Sync deletions from Outlook to GoldMine, 44 Remote’s Internet IP address, 21
Synchronize RSVP, 44 Retrieve changed data from remote, 21
Advanced Options window for Pilot (Address Send changed data to remote, 20
Categories/To-do tabs) TCP Port, 21
Synchronize new Pilot items from all Connect/Send E-mail to Remote dialog box
categories, 53 (modem)
Synchronize new Pilot items from selected Optional connection password, 19
categories, 53 Remote’s phone number, 19
Advanced Options window for Pilot (Defaults tab) Retrieve changed data from remote, 19
Default Address category, 54 Send changed data to remote, 18, 19
Default Default ToDo category, 54 Connect/Send E-mail to Remote dialog box
Advanced Options window for Pilot (Purge tab) (network)
Delete the Pilot Address book/Date bok/To-do Optional connection password, 20
list in next synchronization, 51 Remote’s GoldMine path, 20
Only delete Pilot Address book/To-do list in Retrieve changed data from remote, 20
selected Categories, 52 contact set copied to a remote site, 37
Advanced Options window for WinCE (New Item Contact Transfer Set Creation Method dialog box
Settings tab) Search for changed records by the TLog
Flashing light, 57 records, 59
Interrupt me with message, 57
Priority, 56
Repeat, 57
General Index 67
Copy/Move Records Between Contact Sets dialog Path for the transfer set, 26
box Path for the transfer set to be placed, 25
Copy Records, 12 Remote’s E-mail address, 24
Record Selection, 11 Retrieve a transfer set, 16
Select Target Contact Set, 11 Send a transfer set to remote by E-mail, 16
copying Send changed data to remote, 24
contact set to the remote site, 37 Start a new session, 14
records between contact sets, 10–12 Sync using the settings of a GoldSync Site, 14
creating a transfer set—see remote synchronization Sync using the settings of a Sync Profile, 14
cross-references to other resources, x Unpack transfer set only - do not retrieve
Cutoff Date/Time dialog box records, 26
ALL contact records’ cutoff, 31 Update cutoff time if previous transfer set in the
Contact records linked to Activities cutoff, 31 above path has been retrieved (deleted), 25
Ignore cutoff time (send all records), 30 Use the following profile settings, 14
Use the following site settings, 14
D GoldSync, 8
defining synchronization intervals from
database GoldMine, 35
copying records between contact sets, 10–12 selecting site settings from GoldMine, 14–15
copying to a remote site, 37
defining session settings for remote
I
synchronization—see remote synchronization
defining transfer set retrieval options, 33–35 Internet
double-clicking the mouse, xii adding or editing an IP address for
dragging the mouse, xii synchronization, 23
selecting an IP address for remote
F synchronization, 22–23
Internet Protocol, 13
filter use to limit record selection for a transfer set, Internet Service Provider, 8
29–30 IP address, 13
finding more information for a topic, x adding or editing for synchronization, 23
frequency of synchronization—see remote selecting for remote synchronization, 22–23
synchronization IP Address dialog box
IP address, 23
G TCP Port, 23
ISP, 8
general conventions, x–xi
GoldMine HotSync dialog box
Change or Edit sync Profile, 62
L
Continue, 62 license agreement, iii–v
Don’t show this dialog again, 62 linking activities to GoldMine contacts (Pilot
Stop, 62 synchronization), 61
View Summary, 63
GoldMine Outlook Synchronization Wizard
M
Start a new session, 40
Sync using the settings of a Sync Profile, 40 Microsoft Outlook synchronization—see Outlook
GoldMine Process Monitor, 12, 15, 18, 19, 20, 21, 26, synchronization
27, 32, 34, 36, 59, 60, 62 monitoring synchronization, 64
monitoring progress of synchronization, 64 mouse
using to troubleshoot remote synchronization, 64 clicking, xi
GoldMine Synchronization Wizard conventions, xi–xii
Answer an incoming connection, 15 double-clicking, xii
Connect to remote, 16 dragging, xii
Connection Method, 15 pointing, xi
Create a transfer set, 16 right-clicking, xi
Delete transfer set after unpacking or
retrieval, 26 N
Optional connection password, 25
Optional transfer set password, 27 Net-Update, 1
Optional transfer set password, 25

O Record Selections dialog box
All contact records changed since cutoff date, 58
Outlook synchronization Contacts changed since cutoff date in selected
defining synchronization options, 42 group, 58
mapping fields from GoldMine, 45–46 Contacts in current active filter/group changed
monitoring session progress, 64 since cutoff, 58
monitoring synchronization, 37 Contacts that have associated calendar items
saving settings in a profile, 36 from, 58
selecting a transfer set creation method, 59–60 Current contact only, 58
selecting calendar activities to send, 60 Options, 58
selecting contact records to send, 57–59 references to other resources, x
selecting folders for contact, calendar, and task Remote Access Server, 13
information, 46–47 remote synchronization
setting advanced options, 42–44 adding or editing an IP address, 23
setting general advanced options, 43–44 copying a contact set to a remote site, 37
versions supported by GoldMine, 39 creating a synchronization profile, 10–36
Outlook Synchronization Options dialog box creating a transfer set without synching, 25–26
Advanced, 42 defining options for calling another system,
Fresh sync (delete GoldMine data in Outlook), 41 33–35
Retrieve Only To GoldMine from Outlook, 41 defining session settings for, 15–24
Send and retrieve To/From Outlook, 41 defining settings for retrieving data, 31–33
Send Only To Outlook from GoldMine, 41 defining synchronization frequency, 34
defining synchronization intervals with
P GoldSync, 35
defining synchronization settings, 10–36
Pilot synchronization definition, 1
changing default categories, 54 introduction, 1–6
checking HotSync settings before synchronizing introduction to synchronizing with a remote
with Pilot, 62–63 site, 1–6
defining synchronization options, 42 monitoring session progress, 64
installing the GoldMine-Pilot conduit, 49–50 monitoring synchronization, 37
linking activities to your GoldMine contacts, 61 process of (scenario), 5–6
mapping fields from GoldMine, 45–46 retrieving records (concepts), 6–7
monitoring session progress, 64 saving profile settings, 36
monitoring synchronization, 37 saving settings in a profile, 36
saving settings in a profile, 36 selecting a profile, 14–15
selecting a transfer set creation method, 59–60 selecting an IP address, 22–23
selecting Address and To-do categories to sending records (concepts), 7–9
synchronize, 52–53 setting options for GoldMine to receive a
selecting calendar activities to send, 60 connection, 17–18
selecting contact records to send, 57–59 setting options for synchronizing via Internet
selecting data to purge, 50–52 e-mail, 24–25
setting advanced options, 42–44, 48–54 starting a new session, 14–15
setting general advanced options, 43–44 Synchronization wizard, 10–36
uninstalling the GoldMine-Pilot conduit, 49–50 troubleshooting, 64
pointing with a mouse, xi using a filter to limit record selection, 30
print conventions, ix–x using filters with, 9–10
profile settings for remote synchronization—see using GoldSync site settings, 14–15
remote synchronization via RAS, 15
via WAN, 15
R Retrieve Contact Sets dialog box
Default contact set, if the incoming contact set is
RAS, 13, 15
not specified, 32
Ready to Synchronize page
Please specify which contact sets you wish to
Log the changes made to each record, 36
retrieve from the remote site, 32
Log the details of the synchornization session, 36
Retrieve Options dialog box
Profile name, 36
Retrieve record types, 31
Would you like to save this synchronization
Retrieve users’ calendar, 32
profile?, 36
right-clicking the mouse, xi
General Index 69
S U
Send Contact-related Options dialog box undocked user, 1
Please select the contact sets you wish to send to User’s Calendar Selection dialog box
the remote site, 29 My Calendar, 60
Please specify which type of Contact records will Others’ Calendar, 60
be synchronized, 29
Send Options dialog box W
Encryption, 28
Send Record Types, 28 Wait for an Incoming Connection dialog box
Send users’ calendar, 28 Optional connection password, 18
stopping a transfer of records between contact Retrieve changed data from remote, 17
sets, 12 Send changed data to remote, 17
synchronization Wait continuously for an incoming
definition, 1 connection, 18
monitoring session progress, 64 Wide Area Network (WAN), 13
monitoring synchronization, 37 Windows CE synchronization
saving settings in a profile, 36 defining default settings and alarms, 56–57
stopping a transfer of records between contact defining synchronization options, 42
sets, 12 mapping fields from GoldMine, 45–46
Synchronization Frequency dialog box, 34 monitoring session progress, 64
synchronizing with a remote site—see remote monitoring synchronization, 37
synchronization saving settings in a profile, 36
selecting a transfer set creation method, 59–60
selecting calendar activities to send, 60
T
selecting contact records to send, 57–59
Transfer Records between Contact Sets dialog box setting advanced options, 42–44, 55–57
Cancel, 12 setting general advanced options, 43–44
Go, 12 synchronizing notes from, 40
Move Records, 12 version supported by GoldMine, 39
Sync Deletions, 12
transfer set, 4
using a filter to limit record selection, 29–30
troubleshooting remote synchronization, 64

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Copyright © 2000 GoldMine Software Corporation

Important—Read Carefully of authorized concurrent users covered by

Synchronizing with GoldMine 5.0 iii

iv Synchronizing with GoldMine 5.0

Synchronizing with GoldMine 5.0 v

1. Introduction to Synchronizing Data.......................................................................................... 1

2. Synchronizing with a Remote Site .......................................................................................... 13

3. Synchronizing GoldMine with Outlook, Pilot, and Windows CE .......................................... 39

Table of Contents vii

viii Synchronizing with GoldMine 5.0

The online Help, GoldMine At-a-Glance, Integrating with GoldMine, Synchronizing

• Using GoldMine to automate your daily business activities.

The documentation contains references to some Windows-related functionality,

Style Conventions used in this Manual

About this Manual ix

New Terms New terms are printed in bold italics.

Notes appear throughout the manual to provide additional information on a

x Synchronizing with GoldMine 5.0

“Select File|Synchronize|Copy/Move Records”

About this Manual xi

12 Synchronizing with GoldMine 5.0

GoldMine’s synchronization is a process that can update one GoldMine system

To synchronize, each GoldMine system must have a unique serial number.

Running the same version of GoldMine on all systems is recommended. To

What is Remote Synchronization?

During remote synchronization, changes to data made in one GoldMine contact

Typical Remote Synchronization Scenario

ABC Company is a typical medium-sized manufacturer employing about

Chapter 1: Introduction to Synchronizing Data 1

The literature fulfillment department uses this information to send the

The outside representative assigned to the prospect’s territory generally

Once a sale is made, the accounting department generates an invoice

Meanwhile, the customer service department records the date the

ABC Company’s field technicians handle support calls. A field technician

2 Synchronizing with GoldMine 5.0

Internal users Remote user

Remote synchronization is designed to enable remote or physically distant users to

All of the inside sales representatives use GoldMine for prospecting,

Each outside sales representative is equipped with a notebook PC using

The customer service department uses GoldMine to track the history of

Service calls scheduled by the customer service department are sent to

With remote synchronization, ABC Company is able to transfer sales leads to

Chapter 1: Introduction to Synchronizing Data 3

Understanding GoldMine’s Remote Synchronization Process

Transfer The transfer set contains all of

Synchronizing Data Files

4 Synchronizing with GoldMine 5.0

How are Records Identified?

This concept is important to remember when initially setting up GoldMine

What Happens during Remote Synchronization?

Note that the synchronization process works one-way. To completely

Chapter 1: Introduction to Synchronizing Data 5

Sam is a service technician for ABC Company. The day before a

Retrieving the Transfer Set

6 Synchronizing with GoldMine 5.0

Sending the Transfer Set

Although you can use GoldMine’s remote synchronization to create a transfer

Chapter 1: Introduction to Synchronizing Data 7

8 Synchronizing with GoldMine 5.0

Basic information on the operation of the GoldSync remote synchronization

Using Filters with Remote Synchronization

ABC Company’s ten outside representatives are assigned to specific

A filter expression is used to limit the contact records added to each