Wednesday, December 31, 2008

Crystal Reports : Alternating background color

To make a report easier to read, you can alternate the background color to help different lines stand out. (Think of the old green and white striped paper you used to put in your tractor printer years ago)

To make this happen, we will need to format the Details Section of our report.

Step #1 : From the top-level menu, select Format Section.
Step #2 : Select the "Detail" section on the left hand side.
Step #3 : Click on the "Color" tab on the right hand side.
Step #4 : Click the [formula] button with the "x-2"on it to bring up the formula editor.
Step #5 : Paste in the following : if RecordNumber mod 2 = 0 then crSilver else crNoColor

This will alternate a white and silver background for each row printed.

Pro Tip : To alternate color for Group rows, paste the following into the Group section color formula: if GroupNumber mod 2 = 0 then crSilver else crNoColor

Crystal Reports : Combining data fields and text fields

You can actually insert data fields into text fields onto your report. This helps make text fields look "cleaner". We'll use a Starting Date and Ending Date as an example:

You'd like to have the text "From {Starting Date} to {Ending Date}" on the report header.

Step #1 : Create an empty text field and insert it onto the report.
Step #2 : Insert both the Starting Date and Ending Date fields onto the report.
Step #3 : Click into the text field and type in "From ". Make sure you type a space at the end.
Step #4 : Now drag the Starting Date field directly onto the text field. You should see a text cursor appear (a vertical line) within the text field. This is where the data field will be placed.
Step #5 : Click into the text field again and type " to ". Again, make sure to provide a beginning space and ending space.
Step #6 : Now drag the Ending Date field directly onto the text field. Position it using your text curaor as a guide.
Step #7 : Resize the text field to assure that the whole string can be displayed properly.

The result : Your text field will now read "From 12/01/2008 to 12/31/2008". Combining text and data this way assures the spacing between "From" and "to" is always accurate.

Crystal Reports : Displaying the Starting and Ending dates of a ranged parameter

If you are using a date parameter that is Ranged (i.e. a single parameter field that prompts for a starting and ending date), you will probably want to display these dates on the report. This helps prevent confusion as to what data is included in the report. To do this, we will need to create two formula fields, one for the starting date and one for the ending date. The formula fields will use the Minimum and Maximum Crystal functions.

For this example, our parameter field is called {?DateRange}

Formula field #1 (Starting Date) : Minimum({?DateRange})
(Pulls out the minimum value of our range)

Formula field #2 (Ending Date) : Maximum({?DateRange})
(Pulls out the maximum value of our range)

Crystal Reports : Insert the Print Date on your report

When printing the same report frequently, it helps to have the Print Date somewhere on the report. That way, you can always be confident of which report version you are looking at.
Within your Field Explorer, find the Special Fields group. Within that group, find and insert the Print Date field into your report. This field is automatically updated every time you refresh the report. Another popular Special Field is Page N of M, which can be inserted into the report footer to easily provide a page count.

Tuesday, December 30, 2008

MS CRM: Marketing Lists—they’re not just for campaigns anymore.

Marketing list functionality in Microsoft CRM takes advanced find to the next level. One really powerful feature of a CRM Marketing List is the ability to not only add members to a list based on an advanced find, but also being able to use additional advanced find queries to further refine the members of the list. You can:

- Add Members
- Remove Members
- Evaluate Members

Say that you want to see a list of Accounts that have ordered in 2007 but have NOT ordered in 2008:

Step 1: Create a new marketing list, selecting Account as the member type.

Step 2: Click the Marketing List Members navigation bar link and click the “Manage Members” button.

Step 3: On the Manage Members form, select “Use Advanced Find to Add Members.” In your advanced find, select Accounts where related Order submitted date is after 1/1/2007 and before 12/31/2007. This will return a list of all accounts that ordered in 2007.

Step 4: Click the “Manage Members” button and select “Use Advanced Find to Remove Members.” In your advanced find, select Accounts where related Order submitted date is after 1/1/2008 and before 12/31/2008.

The resulting list will include all accounts that ordered in 2007 but did NOT order in 2008. So now say that the sales manager sees the list, and he wants to further refine it to only include those companies that have purchased product X. He can now further refine the marketing list to only include accounts that meet those criteria:

Step 5: Click the “Manage Members” button and select “Use Advanced Find to Evaluate Members.” In your advanced find, select Accounts where the related Order’s related Order Product equals Product X.

Evaluate Members compares the Marketing List Members to the results of an advanced find and removes any members from the list that are not returned by the advanced find results.
Now the list will include only the accounts that ordered in 2007 but did NOT order in 2008, where the ordered product equals Product X.

Marketing lists provide very powerful, yet easy to use out of the box functionality to slice and dice your customer data.

MS CRM: Customizations to help users find what they need on the first try

Try these simple customizations you can do right from the Microsoft Dynamics CRM user interface:

- Edit the default view for each entity so that each view shows just the information your users need. For example, for the Contact entity, the default view shows the full name, parent customer, and business phone. If your users correspond mostly by e-mail, add the e-mail address.

- Customize the columns searched when users do a search using the Look for box. These columns are defined in the Quick Find View for the entity. For example, for the Contact entity, name and e-mail fields are searched by default. If you add city and telephone number, your users can find contacts by typing an area code or city name in the Look for box. While you’re customizing the Quick Find View, you can also specify which columns show up in the results.

- Customize the default filters for each report. Most reports have a default filter set to return active records changed within the last 30 days. If your users run a report weekly, change the default filter to include records from the last week.

MS CRM: Prevent a resource-intensive report from bogging down your system

The Report Scheduling Wizard makes it convenient to schedule reports to run at specified times or intervals. You can make snapshots of the data in your system at particular times, such as end of week, end of month, or end of quarter. These static snapshots can be made available for everyone to view, so that anyone who needs to see the data as of a particular time doesn’t have to rerun the report.

Use a detailed name for each snapshot so that it’s clear what data is included. For example, a name like Summary of 1st Qtr Case Resolution Statistics for East Coast Division shows all the criteria used, whereas a name like 1st Qtr Summary is ambiguous.

If you have a report that you don’t want users to be able to run on-demand, modify the report properties so that the report is not displayed in the user interface.

The Report Scheduling Wizard is available for download here.

MS CRM: Best practices every user should follow

You’ll appreciate the increased speed at which you can find business information, and the reduced load on the server.

- Always run reports from within an entity, rather than from the Reports area. Use Advanced Find to narrow down the list of records, and then click the Report icon to run a report on just those records.

- Export data from a view or an Advanced Find search to Microsoft Excel. After the data is exported to a static Excel spreadsheet, you can manipulate the data at will without putting any demand on the server.

- Ask your power users to create specific saved searches using Advanced Find that make sense for the rest of their team. They can share these job-specific searches with their team members.

MS CRM: Set your email messages apart with a signature

An e-mail signature consists of one or more lines of text that you add to the end of an outgoing e-mail message. For example, you can create signature lines that:

- Build brand name recognition for you and your business
- Provide alternate contact information for you and your business
- Proclaim your organization’s mission statement
- Include disclaimers and confidentiality statements
- Up-sell or market new sales opportunities
- Remind customers of upcoming events

In the Microsoft CRM client for Outlook, you can use the standard Outlook signature feature for your e-mail message signatures. To get to the standard Outlook signature feature, in Outlook, on the Tools menu, click Options. In the Options dialog box, the Signatures area is located on the Mail Format tab.

To have that same feature in the Microsoft CRM Web application, you can use personal, global e-mail templates to create and maintain a set of signature e-mail templates for every business situation. To open the Personal Options dialog box, on the Tools menu, click Options, click the E-mail Templates tab, and then click New. To ensure that the template is available in every area of Microsoft CRM, select the Template Type : Global.

- To add links to Web sites, type the entire URL of the Web site; for example: http://www.marksgroup.net. After you press the spacebar or Enter key, the link is created and formatted automatically.

- Although you cannot insert a picture or graphic into your signature line, you can include a Web-based image, for example, the logo from your company Web site. To include an image, open the Web site that contains the image in Internet Explorer, right-click the image, and then click Copy. In the Microsoft CRM e-mail template, paste the image into the signature.

After your signature e-mail templates are set up, you can use them in most Microsoft CRM e-mail activities, including Direct E-mail. In the Outlook client, use them in any e-mail message created from the Microsoft CRM folders. E-mail templates are not available in Campaigns or Quick Campaigns, but they can be added to the individual e-mail activities before they are sent, if they are not sent automatically.

After you address and compose your e-mail message, but before you save or send it, select which signature e-mail template to include. In an open e-mail activity, in the body of the message, place your pointer where you want the e-mail signature to appear. On the Formatting toolbar, click Insert Template. Select the signature e-mail template you want, and then click OK.

Your signature appears in the body of your e-mail message. Before sending the message, you can modify or add another signature e-mail template. Also, verify that the Subject of your message has not changed. Microsoft CRM sometimes updates the Subject based on the selected e-mail template.

Monday, December 29, 2008

An Enterprise user asks: “How do I close my books at year end?”

You can choose whether to close your books at the end of the year or not. QuickBooks does not require you to do so.
Advantages to closing your books
• Restricted access: You can set a password to restrict access to data from the prior accounting period, including the details of every transaction. Transactions can't be changed without your knowledge. To modify or delete a transaction in a closed period, a user must know the closing date password and have the appropriate permissions.
• Reporting: Any changes made after the closing date to transactions dated on or before the closing date will appear in the closing date exception report.
Advantages to NOT closing your books
• Detail: You always have easy access to last year's data, including the details of every transaction.
• Reporting: You can create comparative reports between this year and last year.
Year-end adjustments QuickBooks makes automatically
QuickBooks performs certain year-end adjustments, based on your fiscal year start month.
• QuickBooks adjusts your income and expense accounts at year-end to zero them out. Therefore, you start your new fiscal year with a zero net income.
• QuickBooks makes an adjusting entry to your net income. For example, if your profit for the year was $12,000, on the last day of your fiscal year the equity section of your Balance Sheet would show a line for net income of $12,000.
• On the first day of the new fiscal year, QuickBooks increases your Retained Earnings equity account by the previous year's net income ($12,000 in this example) and decreases your net income by the same amount. This way, you start each new fiscal year with a net income of zero.

An Enterprise user asks if it is necessary to archive or clean up his data file at year end?

You should archive or back up your data as part of the process of preparing for year-end. Cleaning up your data is an optional step when closing your books at the end of the year. If you have a lot of data, you may want to clean up your company data file to remove transactions for which you no longer need the details. You may find that cleaning up your company file every three years or so is adequate.
Cleaning up data significantly affects your company file by removing transactions. The “Clean Up Company Data” wizard provides you with several options for cleaning up your company data file.
You can choose to:
1. Remove transactions as of a specific date. This option will remove all closed transactions on and before the date you specify. Open transactions for the specified period will not be affected.
2. Remove all transactions. This option will cause QuickBooks to retain all customer and vendor names, and all items, but will delete all associated transactions. Selecting this option is like starting a new company without having to enter all the names and items over again.
3. Remove additional transactions as specified. Remove uncleared bank Remove additional transactions as specified and credit card transactions, transactions marked to be printed, transactions marked to be sent, and transactions that contain unreimbursed costs.
4. Remove unused list items. Remove the unused list items that cleaning up leaves behind.
To do this task:
Go to the File menu, choose Utilities, and then click Clean Up Company Data. Follow the onscreen instructions in the Clean Up Company Data wizard.

An Enterprise user wants to create a report that shows payments and the invoices and deposits that they are linked to.

To create this report, go to the Reports drop down. Select Banking from the reports menu. Open a Check Detail report. Click Modify report. Select your Date range then select the Filters Tab. Remove all existing filters.
Filter for: Account = All, Transaction type = Payment, Detail Level = All except summary.
Next select the Header/Footer Tab. Change the report name to “Payment History Report”. Select OK.
Memorize the report by selecting the button at the top of the report.
NOTE: You can successfully filter this report for specific customers as well. In addition, if you filter for detail = Summary only it will only show linked deposits. This report assumes all payments post to Undeposited Funds. If some payments post directly to the bank account you would want to add those accounts to the account filter using multiple accounts

An Enterprise user wants to customize their QuickBooks Invoice form and is not sure how to do it.

If you want to customize a QuickBooks form, you need to start with a template and then change it to fit your needs. You can even download pre-designed templates for free from the QuickBooks Template Gallery.
You can change the names and layout of the fields of an invoice to fit the needs of your company by customizing an invoice form template.

To do this task:
1. Go to the Customers menu and click Create Invoices to open an invoice form.
Click Print Preview at the top right-side of the form to see how it will print and then click Close.

2. Select the template you want to use:
a.Click the Customize drop-down arrow and then click Manage Templates.
b.In the Manage Templates window, click each template in the list to see how the form will print. The template appears in the Preview section of the window.
c.If you don't see one you want, click Download Templates to download more for free from the QuickBooks Template Gallery.

3. Once you select a template, click OK to begin making changes to it, or copy it first to create a new template:
a. Click the Copy button in the Manage Templates window. The template appears in the Select Template list with the words "Copy of:" in front of the name.
b. In the Template Name field on the right side of the window, rename the template.
c. Click OK to save the template with the new name. The Basic Customization window opens.

4. Customize your template.
From the Basic Customization window you can:
o Add your company logo to the printed or e-mailed invoice and move it to a different spot on the invoice
o Add or change how your company name and contact information appear on the invoice
o Add or remove the status stamp (Paid, Pending, Received, and so on)
From the Additional Customization window you can:
o Change the invoice title, including the font that's used, and then move it to a different place on the form
o Rename the date, invoice number, bill to, and ship to fields
o Add or remove fields and columns on the invoice
o Print the customer balance on invoices
o Rename a field or column
o Change the order of the columns on the invoice
o Change the font that's used for different fields
o Align quantities on the printed invoice
o Add page numbers to the printed invoice
o Change the printer settings that are used when you print the invoice
round different fields on the invoice

5. Preview the form: The final step in customizing your form is seeing how the form looks onscreen and in the print preview.

An Enterprise user asks, “How do I know whether an estimate has been invoiced?”

From the Customer Center, select the customer or job with the estimate you want to view. If the Customer Center shows the full list only, adjust the width of the list so you can see the transaction list on the right side of the Center. Click the Show drop-down arrow (above the transaction list on the right) and then click Estimates. If the estimate has been invoiced, the open balance for it will be zero. If you want to view the estimate, double-click it.

Sunday, December 28, 2008

HEAT: Where are the Crystal Reports?

A client asked this: Is it true that HEAT comes with appox. 300 Crystal Reports? If so, where are they? We only find a few in the Call Logging module.

That is a good question and the answer is, it depends on the installation and configuration of HEAT. The reports themselves are under Program Files / Heat / Answer Wizard Reports provided that Answer Wizard was installed on your workstation or server. If not, then that is the first step to getting the reports. Once Answer Wizard is installed, the reports should appear under the folder mentioned above.

But when you open Answer Wizard, the reports are not there! That's because there are additional steps that your HEAT administrator needs to take. They are:

* Open Answer Wizard > Click Preferences
* Check the HEAT Data source to make sure it is correct
* Under the first tab, click Add > Browse to Answer Wizard Reports
* Select from the .dat files that will install the reports you need
* The .dat files will start adding reports to the window shown
* Once you have the report categories loaded, click OK
* You should see a collection of expable folders holding reports
* Expand the folders and will you start to see all reports available

Now you can add reports to the Call Logging Report menu from Program Files / HEAT / Answer Wizard Report or run the reports installed in the Answer Wizard module.

HEAT: Creating Quick Reports

A client asked this question: Are there other ways to run reports besides Crystal? We need a way of defining a quick report that anyone can use.

Sure, there is an "Advanced Find" feature similar to quick reporting in other programs. To quickly generate a report of columns and rows, do the following:

* Open Call Logging > Select Group > Open Call Group
* Select a Call Group > Edit if necessary
* The group will open a predefined group of call tickets
* Press Ctrl B to place in Browse mode (columns and rows)
* You can then remove columns, move columns and group by columns

* Remove columns: Select a column and drag down
* Move columns: Select a column and drag left or right
* Create Groups: Select a column and drag to area above columns

For example, you could open the Priority 1 call group, press Ctrl B to place in grid view, drag any unneeded columns off the report, move the columns in the order you would like to see and then drag Call Status to the top to group by Open calls, Closed calls, Pending calls, etc. This quick report can then be printed.

Saturday, December 27, 2008

HEAT: Other Ways to Launch Crystal Reports

A client wants to know: Is there an Autotask function to run a Crystal Report?

No, not really. But there are several other ways to launch a report without using the Report Menu in Call Logging. Two of these methods are below:

First you can assign a report to a toolbar icon and run it from there. To do this, you should:

* Select Report > Manage Reports > Select a report
* The lower right corner contains a toobar option to run a report
* Select an icon for the toolbar and click OK
* An icon will be placed on the toolbar to run the report
* Test it by clicking on it

The second method involves an edit set in Administrator to create a commnand button.

* Open Administrator > Select New Edit Set
* Open the Call Logging form > Select the Control Toolbox
* Click the Button tool > Add a button to the form
* Select the button > Click Control > Connect > Report
* Add the report to the button
* Save and commit the edit set

Clicking this button will now run the Crystal Report connected to the button.

HEAT: Adding Crystal Report Folders

A client asked: How do I group Crystal reports on the Call Logging Report menu?

It's easy. If you add a lot of reports in Call Logging, the list can get unwieldy. To group the reports you can create folders, just do the following:

* Click Report > Manage Reports > New Folder
* Provide a name for the folder (e.g. Monthly Reports)
* Select a report > Click Edit
* Required tab > Select the Folder you created
* Format Print tab > Preview in window
* Format Selection Formula
* Select the Data Sources tab > Select "Use Call Logging data source at run-time"

The report that was edited and associated to a folder should now be displayed on the menu when you select Report in Call Logging.

HEAT: Crystal Reports and Call Logging

A client recently asked: I created a Crystal report and it works fine under Crystal but not when I run it in Call Logging. What's the problem?

There actually could be several things. Here is what you need to do to check the settings in Call Logging that run your Crystal reports:

* Open Call Logging > Report > Manage Reports
* Select the reports > Click Edit
* Under the Required tab > Check that your file path is correct
* Under the Print tab > Normally you want Preview in Window
* Under the Selection Formula tab > Check if it is set to "Limit to current call ticket at run-time" (if not, you could get all the tickets)
* Skip Report Parameters for now > Select the Data Sources tab
* If "Do not change" > Select "Use Call Logging data source at run-time"

With these settings, your report should return the results in a preview windows based on the current ticket and current data source.

Tuesday, December 23, 2008

A GoldMine user asks, “Can I change the Contact I am scheduling an activity for?”

The ability to schedule an activity, and have it linked to a contact, is what makes GoldMine different from other calendaring applications. It’s always best to first find the record you want to schedule an activity for, then schedule an activity.

… But, what if you forget to find the record you want to schedule the activity for, or, are scheduling from the GoldMine Calendar?

Here’s a great tip for those situations!

If you accidentally begin scheduling the activity for the wrong contact, you can click the search button to the left of the contact name, and select Lookup Another Contact to change the person.

This brings up the standard Contact Search Center. Use it as you normally would to find a contact. After double-clicking on the contact you'll be brought back to the schedule window, and the activity will now be linked with the new contact!

A GoldMine user wants to know: where are my Contacts coming from?

Ever wondered where your records are coming from?

Here's a SQL Query that'll show you the number of records created, by their source. The dates can easily be changed to show whatever date range you'd like.

select source, count(*) as "#", max(accountno) from contact1 where createon >= '1/1/2007' and createon <= '12/31/2007'
group by source
order by source

If you're using a dBASE GoldMine, this won't give a summary but will display the information:

select source, company
from contact1
where createon >= '1/1/2007' and createon <= '12/31/2007'
order by source

A GoldMine user wants an easy reference on when to use Filters, Groups or SQL Queries

Filters, Groups, and SQL Queries are ways of segmenting the database to pull specific records.

Here is a 'cheat sheet' on which one to use to get the data you need:

On What: Where is the data you want located in the record? Filters, Groups and SQL Queries each have different criteria on where you can select data from.

Static vs. Dynamic: Whenever Filters or SQL Queries are executed, they return the entire database in its current form and incarnation. Groups exist as a static record of the database at the time the group was built.

Speed: Groups are the fastest. Filters and SQL Queries can be slower to access because they have to scan the entire database every time they are run. Groups will be faster because they are prebuilt.

Difficulty: Filters are the easiest as they provide the least number of options. As options increase, so does the difficulty.









thanks to Chad Smith for the tip - www.thegmblog.com

A GoldMine user wants to set standards for good GoldMine data hygiene.

There’s nothing worse than preparing to run a batch of letters, emails, labels or a filter and realizing the data just isn’t ‘good’ or ‘clean’ enough to get a good list. Here are some ways to help combat that problem:

Use the Required Data Entry checkbox under a field’s security properties to force users to enter data in a field like contact, address, city, state, zip, or contact type.

Standardize your lookup entries for fields like contact type, and use the field’s lookup list Setup to force valid input, i.e. to pick something on the list.

Develop a set of data standards for users. These should spell out which fields should be filled in as well as formatting, e.g. IBM or GM rather than I.B.M. or General Motors, etc.

Also, have a look at these earlier entries in our blog to help you set and keep a New Year’s resolution of consistent data entry:

http://marksgroup.blogspot.com/2008/08/goldmine-user-says-ive-customized-my.html

http://marksgroup.blogspot.com/2008/08/goldmine-customer-asks-how-can-i.html

http://marksgroup.blogspot.com/2008/09/goldmine-customer-says-but-thats-proper.html

http://marksgroup.blogspot.com/2008/10/goldmine-user-asks-how-to-use-dear.html

A GoldMine user wants to show Activity Codes in the history tab.

By default, GoldMine’s history tab does not show the activity’s activity code, which is a three letter code used to categorize activities. If you want this to show, open up your username.ini file, e.g. JEN.ini and find the [ActvObj] section. Then add this line right after the section header:

ShowHistActvCode=1

Save it, close and reopen GoldMine and you should now see Activity codes in the history tab.

A GoldMine user wants to know what to do when SQL Query Results are limited to 10,000 Records

You may have 10’s of 1000’s or more records in your GoldMine database. When using SQL queries to mine that data, you find that GoldMine will only display the first 10,000 results.
That limit is the default in GoldMine; however, we can quickly change that!

First, locate your <> file where your GoldMine is installed; for example go to the G drive and find JEN.ini: G:\goldmine\JEN.ini.

Open that file using Notepad. Double-clicking on the document usually will automatically open it using Notepad. Find the [GoldMine] Section.

Below it, add the following:

SQLQueryLimit=100000

(You can change the 100,000 to whatever the maximum number of records you want returned.)

Save it, close and reopen GoldMine and that’s it!

A GoldMine user would like some SQL Queries to help manage Contacts' Email Addresses.

To use these, simply go to Lookup > SQL Queries then copy and paste into the top-half of the screen and hit Query.

All primary contacts and their primary email address:

select contact1.company, contact1.contact, contsupp.contsupref from contact1, contsupp where contact1.accountno = contsupp.accountno and contsupp.contact = 'E-mail Address' and contsupp.zip like '_1__%' order by contact1.company, contact1.contact

All secondary contacts and their email addresses:

select contact1.company, contsupp.contact, contsupp2.contsupref from contact1, contsupp, contsupp as contsupp2 where contsupp.rectype = 'C' and contact1.accountno = contsupp.accountno and contsupp.recid = contsupp2.linkacct order by contact1.company, contsupp.contact

All the email address for primary and secondary together - This will work only on SQL based systems:

select contact1.company, contact1.contact, contsupp.contsupref, contact1.accountno from contact1, contsupp where contact1.accountno = contsupp.accountno and contsupp.contact = 'E-mail Address' and contsupp.zip like '_1__%' unionselect contact1.company, contsupp.contact, contsupp2.contsupref, contact1.accountno from contact1, contsupp, contsupp as contsupp2 where contsupp.rectype = 'C' and contact1.accountno = contsupp.accountno and contsupp.recid = contsupp2.linkacct order by contact1.company

A GoldMine user wants to conserve GoldMine licenses and save some money.

GoldMine utilizes a concurrent licensing model. Under that licensing model you have a set number of licenses; up to that many people may login to GoldMine at any point in time.

The other licensing model that’s popular among CRM vendors is named user licensing. Under named user licensing you must purchase a license for anyone who needs to login to the CRM system, even if it’s only for 10 minutes a month.

The concurrent licensing model is definitely more friendly to the customer!

One issue that customers may run into: someone who logs into GoldMine and stays logged in, taking up a license, even if they aren’t doing any work. By forcing these people to log out of GoldMine after a set period of inactivity you can free up that license for someone else.

To force that log out, go to File > Configure > User Settings. You’ll need master rights to do this. Once there, Double-Click on any user. At the bottom of the user’s Profile tab, in the Forced Log Out box, you’ll see “When Idle for 30 minutes”.

The 30 can be changed to any value to force the user out after not doing any action in GoldMine for that period of time. Setting that value to 0 turns off the forced logout.

A GoldMine user wants to automatically record holidays on the Calendar.

GoldMine has a great feature to put holidays on the calendar for you.

To set up Holidays, bring up the Calendar. Then do a Right-Click > Options > Preferences. Click on the Holidays button. GoldMine will ask you if you want to import predefined Holidays; click Yes.

On the left side is a list of different Holiday Categories. By clicking/highlighting each you can look through them to see what they contain. You can delete all of them except for United States as most of the religious holidays listed are still workdays.

Now turn to the US holidays and clean up that list. You can highlight any holiday and click Remove to remove it; for example, most of us work on President’s Day.

You may also want to add some, like Christmas. First click New. Name this Christmas Eve & Christmas, then set it to occur once a year for two days, choosing December 24th as the starting day.

Go ahead and Click OK to get back to the main section, OK again to go back to Preferences and OK again to get back to the calendar.

A GoldMine user wants to report on what he’s done, and what he’s going to do.

Need to see all contacts you had an appointment with, completed appointments, as well as all contacts you have a pending appointment with, for a particular date range?

This is useful for cleaning up activities scheduled, and done, but not completed, as well as for contacts you may want to follow up with. Managers wanting to monitor activity will also find this very useful!

So here’s the SQL Query:

select company, contact, phone1, address1, city, state, zip from contact1 where accountno in (select accountno from conthist where ondate >= '12/1/2008' and ondate <= '12/31/2008' and srectype = 'A') or accountno in (select accountno from cal where ondate >= '12/1/2008' and ondate <= '12/31/2008' and rectype = 'A') order by company

You can change the date range to whatever makes sense for you. Also, you may want to add in an option so it just shows your activities… Change the portion in the two sections where it says "and userid = 'BILL'" to your userid:

select company, contact, phone1, address1, city, state, zip from contact1 where accountno in (select accountno from conthist where ondate >= '12/1/2008' and ondate <= '12/31/2008' and srectype = 'A' and userid = 'BILL') or accountno in (select accountno from cal where ondate >= '12/1/2008' and ondate <= '12/31/2008' and rectype = 'A' and userid = 'BILL') order by company

To use this, from GoldMine’s main menu choose Lookup > SQL Queries, then Copy & Paste the above in the top section. Click Query. If you are using GoldMine Premium Edition, Tools > Filters & Groups and then the SQL Query tab.

You'll see your results. If you find this useful, use the 'Save' button to reuse this later on. Within the results, you can do a Right-Click > Output To > Excel to save the results, print them, and further analyze!

Thanks to Chad Smith for the tip – www.thegmblog.com

Wednesday, December 3, 2008

Small Business And The Stock Market

In my December Business Week - Entrepreneurs piece I discuss why the fall in stock prices doesn't affect small business as much as some may think.

Tuesday, December 2, 2008

Technology Tipping Point

My December column in Business Week is about determining the right time to purchase technology.