Training Vignette Script
Calendar Calendar Preferences ®
This vignette will cover the options that are available for configuring the GoldMine Calendar. ®
GoldMine Premium Edition allows each user to customize their own Calendar to fit their specific needs and suite their particular taste. For starters, you can choose what types of activities will be displayed on ® ® the Calendar when you are logged into GoldMine . Either, click on the Show button on the GoldMine Calendar’s toolbar and select Activity Types from the resulting menu, or, right-click inside the Calendar and select Activities. This brings up the “Select Activities to View” window, which is split into two ® columns. The left column contains the options for telling GoldMine which activity types you want displayed on the Calendar after they have been scheduled and are still pending. The right column ® contains the options for telling GoldMine which activity types to display on the Calendar after they are completed. By default, all completed activities do not appear on the Calendar. Messages refers to e-mail ® in GoldMine , so, unless you truly desire being able to see on your Calendar every e-mail you send or receive, you should keep those checkboxes deselected. Perhaps your job function means you make lots of phone calls but you don’t like having a cluttered Calendar. You might want to deselect the checkbox for showing completed Calls. Although all completed Calls will no longer appear on the Calendar – no matter whose schedule you are looking at – they will still appear in the History tab of any linked contact record. Note that completed Event’s do not appear on the Calendar at all. The only way to see a ® completed Event is from the History tab of a linked contact record or from GoldMine ’s Activity List. Click OK to save your changes. ®
There are many more preferences you can modify on your GoldMine Calendar by right-clicking in it and selecting Options Preferences or selecting, from the Main Menu, Tools Options and then clicking on the Calendar tab. With four sections, this tab offers several options for configuring the way your Calendar appears and performs. The “Calendar Settings” section allows you to set the times when your work day starts and ends. Visually, the time slots you see in the Day, Week, and Planner views will appear in a lighter color. You can change how many time slots there are by changing the time increments from 5 to 60 minutes. You can even change the color you want the Calendar to appear as and the size of each activity’s text. The “Work Days” section allows you to select which days of the week you are normally in the office. Only the days that are selected will stand out as a lighter color in the first four Calendar views. The “Auto Roll-overs” section allows you to select what scheduled activity types you want to roll-over. A roll-over means an activity that hasn’t been completed by the day it was scheduled for will be rescheduled for the current day. That will continue to happen until the activity is completed. For example, if you had a phone call scheduled for the previous day that you were not able to get to and you had “Calls” set to roll® over, then the next day you log into GoldMine , you will see that same call as having been moved to the ™ current day. Caution should be taken when using this feature and PEAK recommends being selective when deciding which activities will be rolled over. The following should be taken into consideration: 1) In general, it is not a good idea to select Messages to roll-over. Otherwise the e-mails in your ® Inbox will always appear to have been retrieved on the current date. This is because GoldMine e-mails are treated like pending activities until they are deleted or filed. 2) If, when you first turn on auto roll-overs for a particular activity type, you have many of those same activities from the past still pending; they will all be moved to the current date. The only way to undo this is to manually edit each one. 3) If you have any pending activities scheduled within a day or two and you temporarily change your ® Windows System Clock to a future date, when you log into GoldMine , those activities will be rescheduled to that future date and changing the System Clock back to the correct date will not move the activities back. Roll-overs only move forward in time and are irreversible.
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Training Vignette Script ®
The fourth section, in the bottom right, tells GoldMine how often to automatically refresh the data ® displayed in the Calendar. If you don’t want GoldMine to refresh the data automatically then keep the ™ number at zero. You can refresh the data manually by changing Calendar views. Otherwise, PEAK recommends setting it at five minutes or greater. Setting the Calendar refresh rate to less than 600 seconds and not setting it to zero could slow down the system. Clicking the More Options button brings up the “Calendar Options” window with the Activity Details tab active. Here you can determine what text you want to appear for the activity as it is displayed in the Calendar. The default selection is to show the linked contact’s name followed by the text from the “Reference:” field, but there are several other options to choose from as well. You can also decide whether or not to also display the Activity Code using the checkboxes at the right. All of these options account for pending activities (the top section) and completed activities (the bottom section). Click OK to save any changes. Back at the previous “User Options” window, clicking the Holidays button brings you to the Holidays tab of the same “Calendar Options” window the More Options button brought you to. From here you can set up which holidays appear on your Calendar based on governmental or religious affiliations. You can also create your own categories of holidays, adding personal days to them (such as anniversaries) or other days that weren’t recognized in the default categories. Again, click OK to save any changes. Click OK ® again, in the “User Options” window and your changes will propagate to the GoldMine Calendar. Again, these changes are per user. The important thing to remember about changing Calendar preferences is that they only affect the look and feel of the Calendar for the associated user. It is definitely worth a few minutes of your time to get these settings optimized according to your preferences.
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