GoldMine^® 6.0 Business Contact Manager

Synchronize with External Applications

Technical Doc #538

Issued February 2003

Audience

This information is for GoldMine^® users who wish to synchronize with external applications such as Microsoft^® Outlook^®, hand-held computers and Personal Digital Assistants.

Requirements

GoldMine –           GoldMine^® 5.5

GoldMine^® Business Contact Manager 5.7 and 6.0

GoldMine^® Sales & Marketing^ä 2002

GoldMine^® Business Contact Manager Corporate Edition 6.0

 

Microsoft Outlook – Outlook 98, 2000 and 2002 (XP). Outlook must be installed on the workstation from which the synchronization is performed. It is not necessary to launch Outlook prior to synchronization, although this may improve performance.

 

Palm^ä/Visor^Ò Personal Digital Assistants - GoldMine will synchronize with Palm OS based devices using Palm OS 3.0 and higher[1]. The Palm Desktop software must be installed on the workstation from which the synchronization will be performed.

 

Pocket PC Personal Digital Assistants - GoldMine will synchronize with all hand-held devices running Windows CE version 2.x[2] or higher (Pocket PC[3]). In order for GoldMine to synchronize with the Windows CE/Pocket PC device, you must have ActiveSync services installed and running on the workstation that is performing the synchronization. It is also necessary to establish a connection between the device and the workstation prior to synchronization. When the two are properly connected, you will see a successful connection icon in the System tray.

Introduction

If you use an external application such as Microsoft Outlook, or devices such as Palm/Visor or Pocket PC (Windows CE), you can synchronize your GoldMine data with these platforms. All platforms function in the same manner, but each platform has its own strengths, weaknesses, and abilities, discussed below.

 

Keep the following in mind:

·       It is important to note that Outlook, Palm, and Pocket PC devices are synchronized at the Contact Record level, and not the field level. This means that if a record is changed simultaneously in GoldMine and on the device, the changes from both sides cannot be incorporated. If this is the case, only the changes from GoldMine will be kept. This is especially important when synchronizing deletions (available from the Advanced Options).

·       When synchronizing GoldMine with Outlook, Palm, and Pocket PC devices, only fields in the Contact1 (company, name, telephone, and so on), Contact2 (Summary and Fields tabs), and Cal (calendar) tables, as well as e-mail and Web site details are available for synchronization.

·       Individual platforms have different storage and memory limits on the number of contacts, e-mail and other details.

·       GoldMine can synchronize GoldMine Notes with Outlook and the Palm; however, this feature is not available for Pocket PC devices.

Synchronization Wizard

GoldMine can send, retrieve, or send and retrieve contact and calendar data to and from each site, depending on the options selected in the synchronization wizard. Select File>>Synchronize. From the submenu, select to Synchronize with Outlook, Palm/Visor or Pocket PC.

 

Each option will display a Welcome page where you can begin a new session or use the settings of a predefined Profile. Make your selection and then click Next.

 

GoldMine displays the [External App] Synchronization Options dialog box.

 

 

OPTION	FUNCTION
Send and retrieve	Sends records from GoldMine and retrieves records from Outlook, Palm, or the Pocket PC device.
Send only	Sends records from GoldMine to Outlook, Palm, or the Pocket PC device only. No records are retrieved into GoldMine.
Retrieve only	Retrieves records from the Outlook, Palm, or the Pocket PC device only. No records are sent from GoldMine.
Sync Contact Items	Limits data selection to contact data when cleared. GoldMine defaults to include both contact and calendar items in the transfer set.
Sync Calendar Items	Limits data selection to calendar data when cleared.

Advanced Options

All devices have an Advanced Options section, available by clicking Advanced on the [External App] Synchronization Options dialog box.

 

Each device has certain Advanced Options, which will be discussed individually for each platform. The General, Deletion, and Field Mapping options are the same for all platforms and will be discussed here.

General Tab

The items described in this section are those that are the same for all products. The General tab varies only with regard to the last item displayed on the screen.

 

 

 

OPTION	FUNCTION
Calendar Date Range	Determines which calendar activities will be retrieved into GoldMine from the device. Any activity scheduled before the Starting date or after the Ending date will be ignored.
Phone extension separator	Determines which character GoldMine will use to separate the extension from the phone number in the device. The separator is necessary because most devices do not have a separate extension field.
Maximum characters in contact notes	Determines the size of the notes for each contact. This is useful on devices like the Palm, which have a limited amount of resources available for storing contact data. (This option is not available for Pocket PC devices.)
Retrieve all data regard-less of last cutoff date	Retrieves all data from the device, regardless of the cutoff date specified in the profile. This is helpful if you are having trouble getting all contacts to sync from your device to GoldMine.

 

For Outlook, the last option is Synchronize RSVP and when selected GoldMine’s RSVP option for all activities synchronize from GoldMine to Outlook.

 

For Palm, the last option is Show HotSync dialog and when selected will display the GoldMine HotSync dialog box. From this dialog box you can start the GoldMine-Palm synchronization or access the Custom dialog box to change current synchronization settings.

 

No option for Pocket PC platform.

Deletions Tab

The Deletions tab contains the following options:

 

 

 

OPTION	FUNCTION
Sync deletions To/ From GoldMine	Controls the synchronization of deleted records to and from GoldMine. This affects deleted contacts, calendar activities, and profiles. It does not affect the synchronization of data deleted from fields within a contact.
Delete any GoldMine data that has ever been synchronized	Removes any records placed on the device by GoldMine. Any records created on the device that are not yet synchronized to GoldMine are not affected. This option is useful if you have previously synchronized your device with GoldMine. Selecting this check box affects only the next synchronization.

 

 

Field Mapping Tab

Field mappings tell GoldMine which fields in GoldMine correspond to which fields on the platform with which it is synchronizing. Although the Field Mapping tab functions the same for the different platforms, each platform has its own fields with which GoldMine can synchronize. Review the different platforms and see which fields are available for synchronization with GoldMine.

 

 

OPTION	FUNCTION
New	Creates a new, user-defined mapping.
Change	Changes the fields of an existing mapping
Move Up/Down	Moves fields up and down the list.
Remove	Removes a selected mapping (Contact cannot be removed).
Remove All	Removes all mappings (except Contact).
Default Map	Restores the mappings to their original state.

 

Record Selection

GoldMine provides several different options for record selection:

 

 

OPTION	FUNCTION
Current contact only	Synchronizes the active contact in GoldMine, along with any activities linked to the contact.
All contact records changed since cutoff	Synchronizes all contacts and activities changed after the cutoff date specified.
Contact in current filter/group changed since cutoff	Synchronizes all contacts and activities in the active filter or group that were changed after the cutoff date. (The filter or group must be activated before synchronization).
Contacts in Group changed since cutoff	Synchronizes all contacts and activities in a selected group. (The group does not need to be activated before synchronization).
Contacts with calendar activities from	Synchronizes all contacts along with associated activities that fall within the specified date range.

 

Multiple record selection criteria may be combined for the desired records. For example, if both Current contact record and All records changed since cutoff are selected, GoldMine will synchronize the current contact as well as all contacts changed since the cutoff date.

User’s Calendar Selection

GoldMine allows you to send only your calendar or the calendars of other users. You can choose all users, individual users, or user groups.

 

 

Save Profile

Enter a name for this synchronization profile and click Finish.

 

 

After you click Finish in the GoldMine Palm/Visor Synchronization Wizard, a prompt asks you to click the HotSync button on the Palm cradle. The HotSync dialog box appears. To start synchronizing, click Continue. The GoldMine Process Monitor shows the progress of the synchronization.

 

Synchronize with Microsoft Outlook

GoldMine has the ability to synchronize with Outlook 98, 2000 and 2002 (XP). Outlook must be installed on the workstation from which the synchronization is performed. It is not necessary to launch Outlook prior to synchronization, although this may improve performance.

Outlook Advanced Options

The Outlook synchronization wizard has three additional tabs located in the Advanced Options section: Contacts, Calendar, and Tasks.

 

 

The Contacts, Calendar, and Tasks tabs contain the following options:

 

OPTION	FUNCTION
Send/retrieve GoldMine contacts/ activities/to-dos using Outlook’s default folder	Sends and retrieves the specified information to/from the default Outlook folder.
Send/retrieve GoldMine contacts/ activities/to-dos using the Contact folder selected below	Sends and retrieves the specified information to/from a user specified folder. This folder can be the default Outlook folder, a folder created by the user in Outlook, or a public folder (for users who have Outlook setup on an Exchange server).
Empty the Contact/Activity/Task folder in the next synchronization	Deletes all information in the specified folder prior to synchronization.

Synchronize with Palm/Visor

GoldMine will synchronize with PalmOS based devices using Palm OS 3.0 or higher[4]. The Palm Desktop software must be installed on the workstation from which the synchronization will be performed.

Palm Advanced Options

The Palm synchronization wizard includes additional tabs: Conduit, Purge, Address categories, To-do Categories, and Defaults tabs.

Conduit Tab

The GoldMine Pilot Conduit works in conjunction with the Palm Desktop software to establish a connection between the PC and the Pilot and transfer records between GoldMine and the Palm. The Conduit.dll must be installed in order to use this method.

 

 

The Conduit tab offers three selections:

 

OPTION	FUNCTION
Install conduit	Installs the GoldMine Pilot Conduit (Conduit.dll) into the Palm Desktop software to enable synchronization between GoldMine and the Palm.
Uninstall conduit	Removes the GoldMine Palm conduit.
Priority	Sets the order in which the GoldMine data and other installed conduits will synchronize. A setting of 0 or 1 causes the GoldMine data to synchronize first. A setting of 3 or 4 causes data from other conduits to synchronize first.

Purge Tab

The different options in the Purge tab allow you to delete selected records on the Pilot before synchronization.

 

 

 

The Purge tab contains three options:

 

OPTION	FUNCTION
Always delete the selected address/date book or to-do list before synchronizing	Deletes the contents of the selected book before EVERY synchronization. This cannot be undone.
Delete selected address/date book or to-do list before next synchronization	Deletes the contents of the selected book before the next synchronization only.
Only Delete items in selected categories	(Available for Address book and To-do list only): Deletes the records in the selected book that fall into the selected category.

 

 

Defaults Tab, Address Categories, and To-do Categories

 Specify the default categories for new contacts, calendar activities, and so forth.

 

 

The Defaults tab contains the following options:

 

OPTION	FUNCTION
Default Address Category	Specifies the category in which new contacts created in GoldMine will be placed during synchronization. This can be used in conjunction with the Purge categories option.
Default Address Phone Labels	The Palm has eight possible labels for its five phone fields. From this tab you can select which label to apply to which phone field.   NOTE:    The label of a phone field does not affect the data that is stored there, nor does it affect the field mappings.
Default To-do Category	Specifies the category in which new To-do’s created in GoldMine will be placed during synchronization. This can be used in conjunction with the Purge categories option.

 

In addition, the Address Categories and To-Do Categories tabs each allow users to specify the Palm categories from which contacts will be synchronized to GoldMine. You can choose to synchronize all categories or only selected categories.

 

The Address Categories tab:

 

 

 

The To-Do Categories tab:

 

 

Link Activities from Palm/Visor to GoldMine Contacts

You can link activities and to-dos synchronized from your Palm/Visor to contacts in GoldMine. After you create the activity in your Palm/Visor, the cursor appears on a line next to the starting time. In the graffiti section, type a forward slash (/) which activates the Command entry feature, then type L. The Phone Number Lookup window appears.

 

Select the contact to which you want to link the activity. Click Add. Palm/Visor displays the following on the Notes dialog box 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 Palm/Visor documentation.

 

To add text to the reference line, type a colon (:) in the graffiti area of the Palm/Visor, immediately after <default field type>. Any text you add after the colon appears in the Reference line of GoldMine without affecting the activity’s link.

 

 

Synchronize with Pocket PC

GoldMine will synchronize with all hand-held and palm-size devices including personal digital assistants running Windows CE version 2.x[5] or higher (Pocket PC[6]). In order for GoldMine to synchronize with the Pocket PC device, you must have ActiveSync services installed and running on the workstation that is performing the synchronization. It is also necessary to establish a connection between the Pocket PC device and the workstation prior to synchronization. When the two are properly connected, you will see a successful connection icon in the System tray.

 

Pocket PC Advanced Options

Aside from the General, Deletions, and Field Mapping tabs discussed earlier, Pocket PC synchronization has only one advanced tab.

New Item Settings

 

The New Item Settings tab contains the following options:

 

OPTION	FUNCTION
Show time as	Specifies how the user wants the item to appear on the Pocket PC device (either Busy, Free, Tentative, or Out of Office). These are Pocket PC defaults and cannot be changed.
Task Priority	Specifies the priority for any tasks (To-do) scheduled in GoldMine.
Set reminder before the	Allows the user to specify when they want to be alarmed for tasks. The choices are: - Start Date: Notifies the user before the task is supposed to start - Due Date: Alarms the user before the task is supposed to be finished
Notification Options	Determines how Pocket PC device alarms activities.
Sound	Plays the selected sound when the alarm is shown.
Repeat	When selected, causes the alarm sound to be repeated continuously.
Interrupt me with message	Causes a message to appear on top of the Pocket PC device screen alerting the user to the pending alarm.
Flashing light	On models that are so equipped, a light will flash on the side of the case indicating a waiting alarm.

To Synchronize with Outlook, Palm or Pocket PC

1.   Select File>>Synchronize.

2.   From the submenu, select one of the following options:

•  Synchronize with Outlook

•  Synchronize with Palm/Visor

•  Synchronize with Pocket PC

3.   From the [External Application] Synchronization Options dialog box, select one of following record transfer options:

• Send and retrieve: To/From Outlook/Palm-Visor/Pocket PC

• Send only: To Outlook/Palm-Visor/Pocket PC from GoldMine

• Retrieve only: To GoldMine from Outlook/Palm-Visor/Pocket PC

4.   Click Advanced. The following three tabs are the same for each of the external applications:

• General Tab: Set the date ranges, phone extension, maximum number of characters for notes and what data will be retrieved

• Deletions: Select to sync deletions to or from GoldMine.

• Field Mappings: Accept the default mapping of fields between GoldMine and the external application or edit according to your needs.

5.   If you selected to synchronize with Outlook, continue setting the options on the Contacts, Calendar and Task tabs. Click OK and then Next. The Record Selection dialog box appears.

6.   If you selected to synchronize with Palm/Visor, continue setting the options on the  Conduit, Purge, Defaults, To-do Categories, and Address Categories. Click OK and then Next. The Record Selection dialog box appears.

7.   If you selected to synchronize with Pocket PC, continue setting options on the New Item Settings tab. Click OK and then Next. The Record Selection dialog box appears.

8.   On the Record Selection dialog box, set the Contact Records to send to the External Application. Click Next.

9.   On the User’s Calendar Selection dialog box, set the calendar records to sync. Click Next.

10.    On the Ready to Synchronize dialog box type a Profile Name and click Finish.