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Adding Information to a Detail Record

If a user with Master Rights has defined field labels for an expanded detail record, any user can use the expanded detail record to track details for a standard detail record for the active contact record.

1. From the Detail Properties window, select the Info tab.

1. The Info tab contains eight fields that can appear on the profile detail record. The field label entries in the Setup tab determine the actual field names that appear in this tab.
2. The Info tab displays all eight fields. You can type a value in each field, or select a predefined value.

To display a list of previously defined values, press [F2] inside the field. A field entry lookup appears. You can select a value, define a value, or edit an existing value.

When done selecting field values, select OK. The Detail Properties window closes.

 Accessing Details for a Contact

GoldMine displays any details for a profile in an expanded profile. Depending on the profile setup, you can access these details in one of two ways:

• Info tab: of the Detail Properties window

• User-defined details tab

Standard Details Tab

GoldMine lists standard detail records for a contact record in the Details tab, which is available in the first bank of the tab bar. To view details for a detail record, select the detail record, then right-click to display the Details local menu.

From the Details local menu, select Edit. The Detail Properties window appears. The title that actually appears in this window corresponds to the record name, such as Computer Type or Product Interests.

Select the Details tab to view the expanded profile. To close the expanded detail record, select OK.

User-Defined Details Tab

GoldMine reserves a third and fourth bank of tabs on the contact record for up to eighteen user-defined tabs. The third bank will always appear on the tab bar, even if no custom tabs have been defined.

To access the third bank of tabs, click on the partial tab that appears on the very right of the tab bar. You can also access the tab on any bank by pressing the hot-key combination, if assigned. For example, you can access the History tab on the second bank of the tab bar by pressing [Ctrl]-[H].

Note: Each bank in the tab bar can contain up to nine tabs. At least ten custom tabs must be set up for GoldMine to display the fourth bank.

Setting up Tab and Field Labels

Once you have defined the Profile, select the Setup tab.

The Setup tab contains the following options:

Field1–Field8

Defines up to eight field labels. To the right of each field label, bracketed information shows the length of the field, and the default purpose for the field. For example, [2,State] indicates that the field can contain a two-character entry and the intended purpose of the field is for a state entry, such as CA. While the field length may present limitations, you can use any field as best fits your needs.

The Details tab displays all eight fields. However, only the first three field labels appear as column headings in the expanded Profile tab browse window. The first two columns always display:

• Date that the detail record was added to the contact record
• Detail name

Tab Name

Title that appears on the tab. While the title can contain up to 15 characters, only a maximum of seven characters can be seen on the tab.

Note: GoldMine orders the tabs alphabetically. If you want to order tabs differently, place a number at the beginning of the tab name. The number does not appear on the tab, but determines the position of the title in the bank. For example, if you want the Hobbies tab to appear before the Automobile tab, type 1Hobbies in the Tab Name field.

To designate a hot key for the tab, type & before the letter of the tab name. For example, if you want to press [Ctrl]-[H] to access the tab for Hobbies, type &Hobbies in this field. The hot-key letter can appear anywhere in the tab name.

Note: If you do not want a name to appear on a tab, type two asterisks (**) in this field. The tab remains blank.

Save Tab column positions

Allows you to change any modified column dimensions in either the standard Details tab or the expanded detail tab. For example, if the entries in the Reference column of the Details browse window typically appear truncated or "cut off," you can use your mouse to move the Reference column boundary to allow more room in that column. By selecting this option, the column remains at the new size until changed again.

When done, select the Details tab to create field values, or references, for the custom detail record. A prompt asks: USER, would you like to save the new field labels? > Select Yes.

Creating an Expanded Detail Record from a Standard Detail Record

You must select a standard detail record as the basis of an expanded detail record. You can set up an expanded detail record from an existing detail record or by creating a record.

Note: To create an expanded detail record from a new detail record, you must first define the standard detail record.

• To set up an expanded profile from a standard profile: In the Details tab of the active contact record, select a listed profile, then display the Details local menu. Select Edit. The Detail Properties window appears. The window’s title shows the detail record type you selected; for example, Product Interests or Computer. By default, GoldMine displays the Detail tab.

Note: You can also access the Detail Properties window by double-clicking on a detail record listed in the Details tab of a contact record.

The Detail and Reference entries from the selected detail record appear in the Detail tab. You cannot change the Detail entry, which appears in a dimmed field. However, you can change the Reference entry—click to display a lookup list, from which you can select an entry.

Designing Expanded Detail Records

GoldMine provides two display types for detail records:

• Details tab
• User-defined detail tab

Any user with Master Rights can design an expanded details record that adds information to the standard detail record. For example, an office supply store might want additional details about the computers and peripherals used by a client business. An expanded detail record can provide up to eight additional fields in which the office supply sales representative can store quantitative information about computer hardware or other supply preferences, such as laser printer paper brand, fax toner cartridge, etc.

Any user granted access rights can display an expanded profile either from the standard Details tab, or from a user-defined profile. GoldMine reserves the third and fourth banks of the contact record tab bar for up to 14 optional user-defined tabs. Any or all of these tabs can be assigned to hold expanded user-defined detail tabs.

A user-defined detail tab looks like any other tab in GoldMine because you can define:

• Tab with optional label and hot key
• Up to eight field labels per detail record
• Reference values for each field

Editing a Display Field

To change a field that has already been placed on a field view, double-click on the field label while holding down [Ctrl]. GoldMine redisplays the field surrounded by a border.

To modify the settings of a field, double-click on the field. The Field Properties dialog box appears.

To position the field in its new location without displaying the Field Properties dialog box, double-click on the field while holding down [Ctrl]. You can then use either the mouse or arrow keys to move the field to another position in the field view.

Adding a Display Field

Once you set up a field view from the Field Views dialog box, you can add fields to the view.

To add fields to a field view: From the Fields tab, display the Fields local menu. Right-click to display the Fields local menu. The Fields local menu lists each field view available in the currently open contact database. Select the newly created field view. The new field view appears in the Fields tab. Since no fields have been defined for the field view, the field view display appears blank.

The empty field view display area is where you place your own user-defined fields. Custom user fields are laid out in a "What-You-See-Is-What-You-Get" (WYSIWYG) format. You can place a field in any location within the field view, and GoldMine displays the field in that location.

Each display field consists of two parts:

• Field label: appears on the left side of the display field, and contains the field label, and appears exactly as entered; that is, GoldMine accepts the entry as literal text.
• Field value: appears on the right side of the display field, and contains either a typed value from the contact database, or a dBASE expression. GoldMine allows you to edit the typed value, but you cannot edit a dBASE expression value.

To add a field to the field view:

From the Fields local menu, select New Field. GoldMine places a new display field in the upper left corner of the field view. You can use either the mouse or arrow keys to move the new field into position on the field view display. If the field is moved to an area occupied by another field, the color of the field changes from white to red. If you release the new field in a location that overlaps a previously placed field, GoldMine removes the new field.

When you are satisfied with the location of the field, either double-click on the field, or press [Enter]. The Field Properties dialog box appears.

The Field Properties dialog box contains the following options:

Global Label

Specifies label text that identifies the field data. GoldMine uses the text in the Global Label field, unless you have specified a value in the Local Label field. Global Labels appear consistently throughout all contact databases. If you would like to use a different label for this field in each contact database, use the Local Label field to store the label text.

Local Label

Specifies the text of a primary field label for the current contact database only. This option allows you to specify different label text for the primary field in different databases.

The following limitations apply when working with Local Labels:

• Local labels can be used only with fields, not expressions.
• Local labels can be used only with character fields.
• Length of the local label can be up to fifteen characters.

The following two options can be used to control access privileges to each field in a view.

Read Access

Specifies the single user or group given read-only access to the field. The default group is (public), which grants read access to all GoldMine users.

You can select a different user or user group from the Read Access drop-down list.

Update Access

Specifies the single user or group given update-only access to the topic. The default group is (public), which grants read access to all GoldMine users. Make sure that the group granted update access is either the same as the user or group granted read access, or is a subset of the group granted read access.

You can select a different user or user group from the Update Access drop-down list.

Field Name

Name of the field you want to display and edit. GoldMine allows you to use any CONTACT2.DBF field within a field view. This data option and Expression are mutually exclusive; that is, you can only select one of the two data display options for the field.

Fields

Displays the User Defined Fields dialog box, in which you can select from a listing of available fields.

Expression (field)

Specifies a dBASE expression that is evaluated to produce a result that appears in the field. The value resulting from the expression cannot be edited. If the expression cannot be evaluated, GoldMine displays Expression Error in the data portion of the display field.

To add plain text to the field view, use this field to specify the display text in quotes, and set Field Label Size to 0. One use for a display field is for a "heading" in a view.

Expression (button)

Displays the Edit dBASE Expression dialog box, from which you can create or edit an expression or plain display text to appear in the Expression field—see above.

Log changes in history

Places a log of additions of and changes to fields in the History tab of the contact record.

Field Label Size

Specifies the length of the label that appears on the left side of the display field. This value is measured in characters. Increasing this value increases the label area of the display field. To create a display field without a label, set Field Label Size to 0. One use for a display field is for a "heading" in a view.

Data Size

Specifies the length of the right (data) side of the display field. This value is specified in characters. Increasing this value increases the data area of the display field.

Colon (:) Row (y)

Specifies the row number in the field view where the field appears. Changing this value repositions the underlying display field. GoldMine moves the field to the specified row, so you can see where the field appears before committing to the values in the Field Properties dialog box.

Column (x)

Specifies the column number in the field view where the field appears. Changing this value repositions the underlying display field. GoldMine moves the field to the specified column, so you can see where the field appears before committing to the values in the Field Properties dialog box.

Position

Determines the order by which you can tab through the fields. This order may or may not correspond to the actual location of a field in the field view.

By default, GoldMine moves through the edit fields in a column, then advances to the next column. This sequence allows a user to edit all the fields that start in the first column of the view, then the second, etc. By assigning each field a Position, you can specify any order for tabbing through fields, regardless of the location of the fields in the view.

Position values do not need to be sequential or unique.

View Fields

Displays the Fields of View: [field view name] dialog box, from which you can see the positions of fields in the current field view.

When done, select OK. GoldMine saves the field definition, and immediately updates the field view display. To add another display field to the field view, select New Field from the Field local menu.

Adding or Editing a Field View Profile

You can add a field view, edit an existing field view, or copy an existing field view by defining values in the Fields View Profile dialog box. Select one of the following options from the Field Views:

• Properties: modifies a field view
• New: adds a new field view
• Copy View: duplicates an existing field view

The Fields View Profile contains the following options:

View Name

Name for the field view. This name appears in both the Field Views dialog box and the Fields local menu to identify the field view.

Tab Name

Optional label name for a tab of up to 20 characters that a user can define to create a special tab containing the field view. Although you can create a tab name of 20 characters, only seven or eight characters actually appear on the tab.

Designating a tab name will create a custom tab for the field view. GoldMine reserves the third and fourth bank on the contact record tab bar for user-defined tabs.

Note: GoldMine orders the tabs alphabetically. If you want to order tabs differently, place a number at the beginning of the tab name. The number will not appear on the tab, but will determine the position of the title in the bank. For example, if you want the Reseller View tab to appear before the Mgt View tab, type 1Reseller in the Tab Name field.

To designate a hot key for the tab, type & before the letter of the tab name. For example, if you want to press [Ctrl]-[G] to access the tab for Mgt, type M&gt in this field. The hot-key letter can appear anywhere in the tab name.

Note: If you want to create a special tab, but do not want a name to appear on the tab, type two asterisks (**) in this field. The tab will remain blank.

User Access

Specifies user(s) granted access to the selected field view. To restrict access to this field view, select a user or user group who may access the field view. To allow all GoldMine users to access the field view, leave the User Access field set to (public). If a user does not have access to a field view, that field view name does not appear in the Fields local menu when that user logs in to GoldMine.

This View is available in current contact set

By default, GoldMine grants access to a field view for all contact databases. Remove the check corresponding to this option to disable access to the field view in the currently open database.

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